Automation Rule: Cloning an issue to another board upon Assignment

[Yenni Giang]

I have created two projects, 1 Project Board and 1 Team Board.

I want to have it so when I assign an issue to a specific person, let's say Benjamin, on the Project Board, it will automatically clone the issue onto their Team Board. This is because I plan to have multiple Project Boards and Team Boards in the future, so depending on who I assign the task to, the issue will be cloned on the respective Team Board.

I tried to use Automation to make this happen:

• When: Issue assigned
• Assignee is: Benjamin
• Then: Clone issue into Team Board.

I receive this automation error: "The automation rule Copy a ticket to Team Board just failed with an error on your Jira instance"

The Audit Log shows:
User condition
The following issues passed:
S3-2

Clone issue
Can not create issue in project/issue type
10244/10007

The Project Board is a company-managed business while the Team Board is a team-managed business.

[Bill Sheboy · Accepted solution]

Hi @Yenni Giang -- Welcome to the Atlassian Community!

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...

Depending upon the specific configurations, there are issue type and field differences for each individual team-managed project.  This can make changes by automation rules from outside of the project challenging.

Seeing the specifics of your rule action for the Issue Clone will help.  For example, does it try to use "same issue type" as part of the clone?  If so, instead try explicitly selecting the issue type from the dropdown list, or setting it by id using advanced edit with JSON.

Kind regards,
Bill

[Yenni Giang]

Hi Bill, I tried your suggestion to explicitly select the issue type from the drop down list, and it works now! The cloned issue in the Team Board says CLONE - Sample Issue. Is there a way to remove CLONE from the beginning?

[Bill Sheboy]

I am glad to learn that helped, and...

Regarding removing "CLONE" from the beginning of the Summary field text, when you use the Clone Issue action it allows you to update the fields, and the Summary field shows by default with this:

CLONE - {{issue.summary}}

You can change that in the action to not add the prefix text:

{{issue.summary}}

For existing issues, you can manually update them to remove the prefix.  It is possible to create another automation rule to remove that text, but that may only be helpful when you have many issues to update.

[Yenni Giang]

Hi Bill, thank you again for your clear solutions. The above worked amazing. 1 more question to bother you with - Is there a way for the Cloned Issue to link to the original issue? I've been scouting online but haven't been able to find the answer, as most people try not to link it. I want to have it so that the link to the original ticket in the Project Board  is included somewhere within the cloned ticket in the Team Board. 

[Bill Sheboy]

By default, I believe they are linked with the "clones" link type.

If you want a different link type, the link can be added after the issue is created in the rule:

• When the issues are in the same project, you can either branch to the most recently created issue to link to the trigger issue, or link from the trigger issue to the most recently created
• When the issues are in different projects, the rule scope must be changed to global or multiple-projects.  Then the linking is possible.
  • The reason is a project-scope rule can create / clone issues in other projects, but it cannot see or update them.  The scope must be changed.

[Yenni Giang]

Ok, I see Bill. Thank you so much again for your help as I try to learn automation rules. :) I appreciate your time and effort in assisting me and your helpful tips.

[Bill Sheboy]

I'm glad to help! 

You may want to also take a look at this overview documentation and example rules in the library to see other techniques...and review the smart value list to learn what is available:

• https://www.atlassian.com/software/jira/guides/automation/overview#what-is-automation
• https://www.atlassian.com/software/jira/automation-template-library#/rule-list?systemLabelId=all&page=1&pageSize=20&sortKey=name&sortOrder=ASC
• https://support.atlassian.com/cloud-automation/docs/jira-smart-values-issues/

[Yenni Giang]

Hi @Bill Sheboy , I just posted another question if you have any insight on that - I value your feedback a lot. 

[Chukwuma Ezeh]

Please how does one fix this same issue when clone from scrum board to kanban board. Kanban board does not have user story, how does one effect the clone via automation as it currently fails for me but task to task works just fine.

[Chukwuma Ezeh]

@Bill Sheboy 

[Bill Sheboy]

Hi @Chukwuma Ezeh 

As this is an older thread, I recommend creating a new question, and perhaps linking back to this one.  That will ensure the maximum number of people see it to offer suggestions.

When you create you new question, please include this information for context:

• what problem are you trying to solve; that is, "why do this?"
• an image of your complete automation rule
• images of any relevant trigger, actions, conditions, and branches
• an image of the audit log details showing the rule execution
• explain what is not working as expected, and how you know that

Thanks!

Kind regards,
Bill