Ticket not auto updating to "in building" from backlog even though earliest subtask is done?

[Jonah Johnson]

What could be the issue?

The workflow should automatically look for the earliest substask and set the higher level item to that rate limiting step. But can't figure out how to fix it..

[Trudy Claspill]

Hello @Jonah Johnson 

Welcome to the Atlassian community!

Have you already modified your workflow to do that and it isn't working, or are you asking for help on how to modify your workflow to make it do that?

If you have already modified the workflow, please show us the modifications you have made.

[Jonah Johnson]

Sorry, no, we don't have this automation set up yet, and would love to have it. Can you instruct me on how to set it up? Just need all tickets to match the rate limiting subtask. ie. if my high level ticket is "XYZ" and I have three subtasks, I would like it to match the lowest level one. So, even if two subtasks are "done" but one is " in building" or "in testing" or whatever, I'd like the XYZ high level ticket to say "in building", and when all three say done, automatically shift it do some. simultaniously, shifting the XYZ high level ticket to "in progress" from "backlog" if one of the subtasks is started.

This is possible? And if so, what can I do to have this set up?

[Trudy Claspill]

Hello @Jonah Johnson 

Are you working with a Team Managed project or a Company Managed project? That information will be available at the bottom of the navigation panel on the left when you are viewing project information. Example:

Are you working with a Software, Service, or Work Management project. That will show at the top of the navigation panel, just below the project name.

Are you a Project Administrator for the project, and/or a Jira Administrator for the system?

Some solutions can be implemented by Project Administrators depending on the type of project. Some solutions can be implemented only by a Jira Administrator depending on the type of the project. 

[Jonah Johnson]

Company-managed software project. I think I have access to the ability to create a rule, as it lets me start the process under automation. I just don't know how to set the exact rules up for what I described 

[Trudy Claspill]

You have three different scenarios you are trying to automate.

Just need all tickets to match the rate limiting subtask. ie. if my high level ticket is "XYZ" and I have three subtasks, I would like it to match the lowest level one. So, even if two subtasks are "done" but one is " in building" or "in testing" or whatever, I'd like the XYZ high level ticket to say "in building",

1. when all subtasks are done, change the parent issue to done.

2. When the first subtask is changed to <a status that represents work has started> then change the parent task from "backlog" to "in progress"

<a status that represents work has started> still needs to be defined.

3. Keep the parent issue status synchronized with the earliest (in the workflow) status among its subtasks.

#3 and #2 seem to be in conflict. You'll need to clarify your requirements on those two. And consider what would happen if all the subtasks were moved backwards so none were in progress or done.

I would encourage you to set up a test project with some issues and subtasks and experiment with creating rules and changing issue statuses to work out the rules you need to set up.

When you go to the Automation section for a project, you may notice that there is a Library tab.

If you click on that you will find some rule templates already exist that you can reuse. Specifically there is a template that will satisfy scenario #1.

Scenario #2 is fairly straight forward on its own, but scenario #3 is more complicated and seems to conflict with #2. The requirements and expectations between those scenarios need to be clarified.

I encourage you to review the training materials that are available for Automation Rules including the documentation:

https://support.atlassian.com/jira-software-cloud/docs/automate-your-jira-cloud-processes-and-workflows/

And an Atlassian University training course:

https://university.atlassian.com/student/page/815398-jira-automation-course-description

And look for videos in YouTube. There are several.

See what you can work out on your own, and bring your questions back to the community.