Automation: How to create subtasks for all users listed

[Martin Vali]

How to make automation so that when I change the status to review automatically subtasks are created all users who are in reviewers (multiuser field) field

[Marc - Devoteam · Accepted solution]

HI @Martin Vali 

Can you show the configuration of the automation rule you already created to fulfil this request and show the audit log in case of errors.

The will help community members in your way of thinking and getting to a solution.

It will also help you to understand the solution provided (if possible), to understand the concept of the solution.

[Martin Vali · Accepted solution]

More help needed

How to set due date so that it takes change of transition from Draft top In Review date +5 days

[Martin Vali]

{{now.plusDays(5)}} :)

[Martin Vali · Accepted solution]

@Marc - Devoteam 

I want to add myself as a watcher to those made subtasks, but don't seeme to find a way

[Marc - Devoteam]

Hi @Martin Vali 

What if you (based on the last screenshot) set the branch on "All created issues"

[Bill Sheboy]

Greetings!

Branches cannot be nested (to add the watcher to the created subtask), and...

Because branches execute in parallel and asynchronously, the watcher cannot be added with a final branch in the rule to do so.

There are two possible solutions:

• using the Send Web Request action inside the branch, call the REST API endpoint to add a watcher to the just-created issue
• add another rule, triggered on issue created, which detects it is one of the subtasks to add the watcher

Kind regards,
Bill

[Martin Vali]

@Bill Sheboy thanks - well the 1st option is little hard for me to dig in currently - the second is ok

[Bill Sheboy]

Hi @Martin Vali 

For a question like this, please post an image of your complete automation rule, images of any relevant actions / conditions / branches, an image of the audit log details showing the rule execution, and explain what is not working as expected. Those will provide context for the community to offer ideas. Thanks!

Until we see those...

Your rule could use advanced branching to loop over the multiple-select user custom field to add the sub-tasks:

• https://community.atlassian.com/t5/Automation-articles/Branching-over-smart-values-in-Jira-Automation/ba-p/1741935
• https://support.atlassian.com/cloud-automation/docs/jira-automation-branches/#Advanced-branching

Please note well: there are several cases to handle for a scenario like this, perhaps requiring more rule complexity or additional rules.  So consider which you want to handle:

• happy path: issue has no existing subtasks, reviewers do not change, and the issue transitions to the target status one time
• One, or more, subtasks already exist for the "reviewer"
• A reviewer is added / removed after the transition to the target status
• The issue leaves the target status, and returns to it again later
• etc.

Kind regards,
Bill

[Martin Vali]

This is where i do not know how to continue

[Bill Sheboy]

Please see the article I linked to for advanced branching; your rule should use that to iterate over the users in the field rather than use For Current Issue.

[Martin Vali]

I understand that, that was created by AI.

I have spent now hours looking through the pages and youtube videos but I have not understood that logic just yet. You can call me slow learner.

I don't have much more time to spend on that, so I ask help again and hope you have understanding enough to help me out

As I have understand the logic is as follows:

1. I have to look how many users are in the field "reviewers" 

2. Create as many subtasks as was the count of reviewers

3. Assign each subtask to unique reviewer

I don not yet know which branching to choose @Marc - Devoteam can you help me out if @Bill Sheboy is busy

[Marc - Devoteam]

HI @Martin Vali 

Use the Advanced branching option.

in the Advanced branching, set the variable to {{issue.customfield_<id>}} ,where <id> is the number of the custom field.

how-to-find-any-custom-field-s-ids 

and set a name (to be used as variable if needed)

Then use the Create Issue action and set it to create a sub-task, set the fields you want to populate.

Use the variable, let's say as the reporter of the issue, you can set this to assignee field or elsewhere.

Example:

I hope this helps and solves your issue

[Martin Vali]

@Marc - Devoteam It worked, but how to assign the subtask

[Marc - Devoteam]

Hi @Martin Vali 

Set the Parent field to "Trigger Issue" and if you want to use the summary from the parent issue.

Use the smart value {{triggerIssue.summary}}

[Marc - Devoteam]

Hi @Martin Vali 

You edit your previous comment I see, was just replying.

Also set the assignee field in the create issue action.

Set the assignee field to {{name_of_the_advanced_branch}}, I thought I saw {{Reviewer}} in your previous screenshot.

Or see my screenshot and see the Reporter field.

[Martin Vali]

@Marc - Devoteam 

Errors

[Marc - Devoteam]

Hi @Martin Vali 

In the create issue.

If the assignee of the sub-task needs to be one of the users mentioned in the reviewers (multi-select field), set the Assignee to {{Reviewers}}.

This is the name_of_the_advanced_branch.

I would remove the reporter field from the fields to set.

[Martin Vali]

Thanks @Marc - Devoteam You helped me a lot. Got it working and learned at the same time

[Bill Sheboy]

Hi @Martin Vali 

As some recommendations to help with your future community questions...

This is the Atlassian Community.  It is a place for people with similar interests to learn and collaborate with one another.  It is not the Atlassian Support team's response portal.  Thus, community members will respond to posts / questions when they are available.  If you have more urgent needs than can be answered by the community I suggest first asking your Jira Site admin for help.  If they cannot answer your questions, work with them to contact the Atlassian Support team to create a ticket: https://support.atlassian.com/contact/#/  

Next, I am unclear what you mean by your earlier post:

I understand that, that was created by AI

The how-to article I provided was written by a person on the automation team for Atlassian.  It does not appear to be written by any bot.  Would you please clarify what you meant by your post?  Do you mean your starting point rule was written by Atlassian's (or some other) bot?  Thanks!

Finally, successfully using Jira Automation requires learning and experimentation.  When one just uses rules created by others without understanding them, one will be unable to maintain or improve them.  And so I would not advise trying to implement urgent needs with automation rules or rush to implement them for production project needs.

Kind regards,
Bill

[Martin Vali]

Hi @Bill Sheboy I was aware what you tried to made me invent bicycle and sometimes I agree with your way but on other hand The principle of teaching is to enable others to move faster forward.

I did not have time currently to invent bicycle and that's why I was annoyed with your answer and were little sarcastic :).  And I am Jira Site admin, so this is a tricky part here.

The AI reference was to my automation - it was created by Jira AI and obviously it was wrong.

Examples are the best way to learn because it uses something you already understand. And not using Automation was currently out of the question as I have to do 1000 isseus

Cheers

Martin