How do you setup automation for when subtasks are signed off?

[tbundy]

I am looking for an automation setup for when subtasks are signed off to a certain status then sending an email notification. This would only apply on certain issue type and requiring validation on a certain field in the parent issue before looking into the subtask fields to validate. Any info is much appreciated!

Below is what I am looking to do but it doesn't seem to run when I change the status of subtasks:

[Trudy Claspill · Accepted solution]

Hello @tbundy 

Is the issue type for your subtask "Feature Launch Tracker"? The rule will continue to run only if the status was changed on an issue of type "Feature Launch Tracker".

Can you explain to us in words what you want to happen? For example...

When I change the status on a Subtask to "Launch Signed Off" and the Key Launch Org field for the subtask is one of these values (A, B, C), and the subtask's parent issue field for Launch Approval Status is "Needed" then I want to to send an email to ..."

[tbundy]

Hi Trudy,

Launch Tracker is the project type with the parent issue being "Launch-12345" with subtasks attached to it. 

You had the right example above but in my own words:

After both the status of the Eng and QE subtasks get moved into "Launched Signed Off" and the subtask's parent issue field for Launch Approval Status is "Not Ready for Review" then I want to send an email or slack message to someone specific.

I hope that brings more clarity to what I looking to do.

[Trudy Claspill]

You subtask issues have an issue type. This might be named Subtask, or something else. What is the name of the issue type for your subtask issues? When you are viewing the details for one of these Subtasks and you hover over the icon that shows for subtasks, what text is displayed?

The basic outline for the rule would be

TRIGGER: Issue Transitioned

- To Status: "Launch Signed Off"

CONDITION: Issue Field Condition

- Issue Type: <the name of your subtask issue type>

(This says only keep going if the type of issues that changed status was your subtask.)

CONDITION: Related Issues / Parent

- condition: Matches JQL

- JQL: "Launch Approval Status" = "Not Ready for Review"

(This says only keep going if the parent of the subtask is returned in a JQL search for issues where the Launch Approval Status field is set to Not Ready for Review.)

ACTION: Lookup Issues

- JQL: 

parent = {{issue.parent}} and status != "Launched Signed Off" and "Key Launch Org" in ("QA","Engineering")

(This action looks for any subtasks under the same parent  where the status is not "Launched Signed Off" and the Key Launch field contains one of the specified values.)

CONDITION: Advanced Compare

- first value: {{lookupIssues.size}}

- condition: equals

- second value: 0

(This condition checks the number of results returned in the Lookup Issues action. If the targeted subtasks are all set to "Launched Signed Off" then there will be 0 issues returned. The rule will continue only when there were 0 issues returned.)

ACTION: Send email

[tbundy]

Hey Trudy, that didn't seem to work. The subtask issue type is called "Sub-task"

The Launch Approval Status is a field on the parent issue, not within the subtasks themselves so I am not sure if that needs to be place somewhere else?

The status change will come when both subtasks are placed into "Launched Signed Off," not the status of the parent issue.

Here is the audit log on the first try:

Am I missing something here?

[Trudy Claspill]

Hello @tbundy 

This component is not correct:

You added it as a JQL Condition. You needed to add it as a Related Issues Condition.

CONDITION: Related Issues / Parent

- condition: Matches JQL

- JQL: "Launch Approval Status" = "Not Ready for Review"

[tbundy]

Still getting some errors. The status on the parent issue does not have "launched Signed Off" as an option only the subtasks do. Should I be changing the JQL on the Lookup Issues step?

[Trudy Claspill]

One of your replies on Feb. 10 says that the subtask is moved to the status "Launched Signed Off".

After both the status of the Eng and QE subtasks get moved into "Launched Signed Off" 

Looking at what you have for the trigger of your rule the value of the status is actually "Launch Signed Off". That is what should be in the JQL statement in the Lookup Issues action.

[tbundy]

Thanks Trudy! I appreciate all your quick responses and the help you provided. It seemed to work now for when both subtasks get signed off.