setting up automation when a user is tagged

[Adilet Seit]

Hi team!
It is necessary to set up automation such that when a user is tagged, the task is copied to a specified board. For example, I tagged a certain user, and at that moment the task was either copied or moved to the specified board. Can such automation be set up?"

[Bill Sheboy · Accepted solution]

Hi @Adilet Seit 

What problem are you trying to solve by doing this?  That is, "why do this?"  Knowing that will help the community to offer better suggestions.

Until we know that information, let's align on some Jira terminology...

When you note "tagged" do you mean when a user is mentioned?  Where do you want to check for mentions: in comments, the description, or any text field?

Next, when you note "task is copied to a specified board", do you want the task copied (i.e., cloned) or do you want it to display on a board?

How do you know which board the task should display upon?  Is it always the same, specific board?

What type of project are you using: company-managed or team-managed?  You may find this information in your list of projects.  The type of project impacts how issues are selected for display on a board.

Kind regards,
Bill

[Bill Sheboy]

Thank you for that information.  And please try to respond within one thread.  That will help others reading this question in the future know if there are multiple solution approaches.

I still do not understand how copying a Task helps with counting the number of assigned issues.  Instead the counts may be found using a simple filter and dashboard gadget to count by Assignee, such as with a Filter Results, Pie Chart, or other gadget.

To find issues where a specific user is mentioned you may use their account id value with the JQL contains ~ operator: https://support.atlassian.com/jira-software-cloud/docs/jql-operators/#CONTAINS----

text ~ "12345-abcd"

Note this requires the specific account id for the user and cannot be implemented generically (for all possible users).

[Adilet Seit]

Hi @Bill Sheboy 
Initially, the request was as follows: every time the desired user is mentioned, a notification should be sent to slack, and the task should be copied to another board.
how can this be achieved?

Adilet.

[Bill Sheboy]

As you seem to be changing the need again, I recommend pausing and meeting with your Jira Site Admin and the requestor to clarify:

• what problem you are trying to solve (i.e., "why do this")
• what solution approach do you believe will solve this problem
• why do you believe that will solve the problem
• ask your Site Admin for help implementing a solution

[Adilet Seit]

@Bill Sheboy 

I am the Jira administrator for my company. Earlier I already wrote what problem I want to solve. I need to set up automation. condition - when a user is mentioned in a task, this task must either be copied or moved to another board + notification in the slack channel.
I have a question: is it possible to set up such automation and how?

[Bill Sheboy]

Wanting to "set up automation" is not a problem to solve.  It may be one possible "how" / solution approach to do so.  Regardless of that...

Yes, you may create a rule to do what you ask:

• using a rule triggered on Issue Commented,
• with a condition to check if there is a mention in the comment body,
• an action to copy the issue to the other project
• and an action to send the Slack message

I recommend trying to create the rule.  If you encounter problems, post images of your complete rule, the audit log details, and describe what does not work as you expected.

Successfully using automation requires learning and experimentation.  And, the Atlassian Community is a place for people to learn, collaborate, and ask for help.  It is not a free labor pool to implement rules upon request.

To get you started on creating your rule, please refer to these documentation and example sources:

• 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/
• https://support.atlassian.com/jira-software-cloud/docs/use-advanced-search-with-jira-query-language-jql/

[Adilet Seit]

Hi Bill @Bill Sheboy 
Thank you for your response. The thing is that we have an employee who is tagged on many boards, and in this way, tasks are assigned to him. The manager wants to track how many tasks are assigned and what the workload is. By tagged, I mean when a user is mentioned—correct. I want to check mentions everywhere: in comments, in the description, in any text field. I want the task to be copied to a specified board. It is always the same workspace, just different projects. The project type is team-managed. 

I will be grateful for your recommendations