How to auto-update Summary?

[Preston Warden]

I have the Automation for JIRA downloaded on our server. I am trying to get it set up to where a summary field is created automatically to ensure that the field is consistent across all issues. 

Here is the link I found that I cannot figure out how to use.

https://community.atlassian.com/t5/Jira-Software-questions/How-to-update-the-Summary-field-by-appending-text-using/qaq-p/929877

I would like the summary to update with the following fields in the format as shown:

{{Program Name}} &" "& {{Lot Number}} & " (" & {{Work Authority}} & ")"

I know the language is incorrect on that coding. I am very new to JIRA and am trying to figure it all out.

[Kian Stack Mumo Systems · Accepted solution]

Hello Preston,

Are the "Program Name" field,  "Lot  Number", ect custom fields being filled out?

If so, do the following

1. Create a new automation rule. You'll need to pick the trigger you want to  run. For something like this, it sounds like you might want it to run when the tickets are being created.
2. Add a condition to limit when the rule is run -   If you don't want the rule to be executed for every ticket created, make sure to enter a condition so that it only executes for the tickets you want.  For example, maybe you only want it to execute if the ticket has values for all three of those fields.
3. Add an "Edit Issue" action. Choose the summary field & insert the following:

   {{issue.program name}}  {{issue.Lot Number}} ({{issue.work Authority}})

This should get you what you want!

Thanks,

Kian

[Preston Warden]

Hello Kian. Yes they are custom fields. I took out lot number for the immediate time being, but below are screen shots of what I am seeing.

[Kian Stack Mumo Systems]

Preston,

This is because you need to have a summary when you submit the ticket. If you are setting it via an automation rule, it doesn't matter what you put, the automation rule will override it with the value you've specified. 

If you want the value populated WHILE you are filling out the form, automation for Jira cannot do that. Instead, you'd have to look at something like behaviors which come with the Scriptrunner plugin. That requires actual groovy scripting, so it's a bit more complex.

Thanks,

Kian

[Preston Warden]

Awesome. I did just try it and it works. I would like it to populate as I go, but I think Script Runner costs if I remember right.

[Kian Stack Mumo Systems]

Scriptrunner does have an additional cost, it depends on your license size!

[Preston Warden]

Sure. We will research that a different time.

Thank you.

[Preston Warden]

How could I set it to where the summary field cannot be edited by users after the fact?

[Kian Stack Mumo Systems]

Preston,

The best way to do this would be to set up different screens for the Create and Edit operations.

The create screen must contain summary, but you can remove it from the view people get while editing, effectively preventing them from editing the summary.

For more information about accomplishing this, please refer to the following resources:

https://confluence.atlassian.com/adminjiraserver073/configuring-issues-861253230.html

https://confluence.atlassian.com/adminjiraserver073/associating-a-screen-with-an-issue-operation-861253437.html

[Preston Warden]

Thank you. You seem very knowledgable and I appreciate it. I am trying to get the duplicate automation to work where it will automatically close duplicate issues, but cannot get it to work. 

[Preston Warden]

Actually I just noticed an issue. 

Here is the formula I put in, once I created lot number.

{{issue.program name}}  Lot {{issue.Lot Number}} ({{issue.work Authority}})

How can I set it that if "Lot Number" is empty, do not show "Lot", but show {{issue.Manufacturing Number}} 

[Kian Stack Mumo Systems]

Preston,

Automation for Jira isn't smart enough to handle conditions like that in a single statement. Instead, I'd recommend writing an IF/Else block:

IF Lot number is not empty

{{issue.program name}}  Lot {{issue.Lot Number}} ({{issue.work Authority}})

Else

{{issue.program name}} {{issue.manufacturing Number}} ({{issue.work Authority}})

As for the closing of the duplicates, I  guess it depends on how you define a duplicate. Are you saying if a ticket with the same summary is created, automatically close that new ticket?

[Preston Warden]

Yes I would like to close duplicates based on the summary. If it matches, it needs to be flagged.

Also, I will try and figure out how to do the if/else block. 

[Kian Stack Mumo Systems]

Preston,

Given that you are automating all of your summaries based on the custom field values, would it be more accurate to say that if two tickets have the same values for all the custom fields, the one just created should be closed?

Thanks, 

Kian

[Preston Warden]

If {{issue.Lot Number}} is not Null then
{{issue.program name}} Lot {{issue.Lot Number}} ({{issue.work Authority}})
Else
{{issue.program name}} {{issue.Manufacturing Number}} ({{issue.work Authority}})
End if

Here is what I inputted in the "Advanced field" but it didn't work. It stated Error Parsing Additional Fields. 

[Preston Warden]

Yes that statement would be correct. If all custom fields are the same, it needs to close.

[Kian Stack Mumo Systems]

Use a simple condition, it has the ability to do an "is empty" check for a custom field.

As for the other part, try this:

1. Before you set the summary, perform a related issues condition check,  using the JQL option.

Essentially you would be checking if there is another ticket already matching all the values entered for this ticket. If so, transiton to closed.

If not, proceed with the rest of your automation.

[Preston Warden]

So I can't find how to do the if/Else and If Then. From what I can tell, that is only available in the Pro Series. Is that correct?

[Kian Stack Mumo Systems]

I see. I didn't realize you were using the free version.

It's nowhere near as nice to do with the free version, but it is possible. You would need to split up the rules into three separate ones.

The first would check if there are any duplicates. If there are, it would close the ticket.

The second and third would the be other conditions we discussed. So one rule would say "If the Lot Number" is populated, do this, and the other would check if the Manufacturing Number is in existence.

Not as easy, but it is possible to do.

[Preston Warden]

I also tried out the transition Close Duplicates, and I created two duplicates, but nothing. Did I do something wrong?

Action details:

JQL condition

No subsequent actions were performed since JQL condition did not pass due to error running JQL:"(key IN (PST-17) AND ("Lot Number" = 5 AND "Work Authority" = 4306))" - The operator '=' is not supported by the 'Lot Number' field., The operator '=' is not supported by the 'Work Authority' field.

[Kian Stack Mumo Systems]

Your field types must be text, not number.

Try with the operator ~ instead.

[Preston Warden]

That worked. I am going to set it up to create a comment and state "Status changed to close due to duplicate issue." Is there a way to have it insert a link to the duplicate?

[Kian Stack Mumo Systems]

Preston,

I'm not sure that the free edition has that capability. 

Thanks,

Kian

[Preston Warden]

Well for now it is working well. 

Thank you for all of your help. I will more than likely post more questions later.

[Preston Warden]

Hi Kian. I went through and created all of the issues I needed to (about 80), but I wasn't going back to check that everything was running properly. It closed all of the orders I was working on and subsequently added the comment for duplicates. It is doing it to all of them, regardless of the values inputted.

[Kian Stack Mumo Systems]

Preston, I'm sorry that it closed them all. My best guess is that the JQL picked up itself, IE, when it ran the condition, it returned itself and closed it.

I'd add onto the condition a check to make sure the issue key isn't the current issue.

You  should  be able to do a bulk change to reopen the tickets. https://confluence.atlassian.com/jirasoftwareserver/editing-multiple-issues-at-the-same-time-939938937.html

[Preston Warden]

Accidents happen. I will get this added.

[Preston Warden]

Is there a way to break up Software users for a specific project (Production Tracker) so that only certain ones can edit fields?

[Kian Stack Mumo Systems]

Yes, you can change permissions to allow only specific users to edit tickets.

Please review the documentation on permissions. https://confluence.atlassian.com/adminjiraserver/managing-project-permissions-938847145.html\

Thanks,

Kian

[Preston Warden]

Thank you for all of your help. I am going to try and get the key issue condition to work.

[Preston Warden]

What would be the best way to write that in for the key issue?

"Lot Number" ~ {{issue.lot number}} AND "Work Authority" ~ {{issue.Work Authority}} AND "Key Issue" != {{issue.key issue}}

[Kian Stack Mumo Systems]

Preston,

I'd encourage you to read up on the documentation provided by Atlassian about the smart values. I think in the long run that would be beneficial for you.

"Lot Number" ~ {{issue.lot number}} AND "Work Authority" ~ {{issue.Work Authority}} AND "issueKey" != {{issue.key}}

[Preston Warden]

@Kian Stack Mumo Systems 

I was using the below and it was working, but a few weeks ago this code stopped working. to the best of my abilities, this should still be working. Can you help?

{{issue.program name}} {{issue.Manufacturing Number}} ({{issue.work Authority}}) 

The names haven't changed but it is responding with the Manufacturing Number being null (even though there is data). 

[Kian Stack Mumo Systems]

Hey Preston,

Can you show us a screenshot of the results of your code, along with the configurations of the automation rule? Is it just Manufacturing Number that isn't working?

Thanks,

Kian

[Preston Warden]

[Kian Stack Mumo Systems]

Preston,

According to this, your automation rule isn't running since it doesn't match the conditions you've set out. IE - Lot Number is not Empty. It won't perform the automation you have.