Trying to automate cloning a parent task to another project

[Bonè Å]

I'm specifically trying to do the following:

When a subtask is assigned to me (parent task is assigned to someone else) > Parent task and subtasks are cloned to another project > Clones are linked.

I've set up this automation, but it won't complete due to the indicated issues. I don't know how to resolve those issues. Any ideas?

[Bill Sheboy · Accepted solution]

Hi @Bonè Å -- Welcome to the Atlassian Community!

This is a global / multi-project rule, correct?  Please note that there are execution limits on running such rules, based on your license level.  You should be fine if you are on Premium but I expect you will have challenges if you are on Standard or Free levels.  Please check with your site admin to confirm your rule execution limits.

Next, you do not show the details of your clone actions, and that error seems to indicate that you are changing the issue type.  Is that correct?  If so, the clone inside of the parent branch should use the same type as the parent; to do this, please select the option "same issue type" and not "same issue type as trigger".

And...please note your condition test on other assignees is inside of a branch...that means the second clone will attempt to happen even when you don't want it to happen.  You can prevent that by moving the condition earlier, before the branch, and using the If (with JQL) or Related Issues to Parent with JQL to check the assignee.

Finally...your rule is a great start, and may need more logic based upon different parent/child handling in Jira.  When the trigger issue is a task, story, or bug, the parent is an epic.  So your rule could work with that second clone...But, when the trigger issue is a sub-task, you will need to add a sub-task instead.  I do not know if that is easily doable to clone a subtask *and* change the parent in a rule.

Kind regards,
Bill

[Bonè Å]

Thank you for the reply!

To clarify, this is a single project rule.

I don't have the chops for programming or coding, I'm just a marketing lackey. Trying to figure out this software is difficult, so I appreciate your help.

I changed the issue type from "same issue type as trigger" to "same issue type" and it produced the following results: "no actions performed."

[Bill Sheboy]

A single project rule cannot create issues in another project (without using the REST API, I think).  How are you selecting another project for the clones?

Would you please post an image of the Details section of your rule, from the very top of its definition?  Thanks!

[Bonè Å]

I'm not sure how but I've been able to get it to automatically clone parent issues assigned to me to a separate project without problem, it's just trying automating cloning assigned subtasks when someone else is assigned the parent task that I can't get it to do.

Here are some pictures, hope they help.

[Bill Sheboy]

Thanks, Kate.  Are these both Jira business projects, created from the templates?  I ask as I am trying to understand how that cross-project clone is working.

[Bonè Å]

Yes, I believe the only type of projects we use are business projects.

[Bill Sheboy]

I am waiting for an answer from some Atlassian folks about how Business Projects are different for automation, and until then...

Let's assume that business projects can create issues, without restrictions, in other projects.  It is not possible to create a sub-task and edit the "parent" with automation, but I think this can be worked around for business projects by copying the fields.

How about this rule as a new rule.  You can copy yours as a starting point, and disable your rule to avoid collisions.

• trigger: issue is assigned
• condition: assignee is you
• related issue condition: parent issue is not you (This is not in your current rule.)
• branch: on parent
  • action: clone issue (this copies the parent), changing it to the new project
• if/else condition
  • condition: issue type equals subtask
  • branch: on JQL with key = {{createdIssue.key}}
    • action: create sub-task
      • This isn't exactly a clone...instead you will set each field you want to keep, such as summary, description, etc.
      • To set each field, use the trigger issue data, for example: {{triggerIssue.summary}}
      • To enter that value, you type it into the value, and when it appears below the field, select it to use the smart value
• else
  • action: clone issue (this clones the child)...
    • when cloning the issue, select the new project and set the Epic Link field to {{createdIssue.key}}
    • To enter that value, you type it into the value, and when it appears below the field, select it to use the smart value

[Bonè Å]

Hey that's getting somewhere! It cloned the parent task, which may be enough for me to work with. It didn't clone the subtask, though.

[Bill Sheboy]

Progress!

And please note in your first condition in the if/else that seems to have an extra check.  Would you please post an image of that?

Next, after that first condition in the if/else is where you need another branch in order to create the sub-task.  Start looking here in what I provided above:

• branch: on JQL with key = {{createdIssue.key}

[Bonè Å]

I don't understand what it means to branch on JQL with key, so I did my best.

[Bill Sheboy]

You are very close to finishing it.  For the condition you show, please delete the JQL condition so it only has the issue type test.

I'll post a full example of the rule, with some extra details to help.  This is similar to your rule, except with my name and projects.

For the related issues condition, we are checking if the parent has a different assignee, as shown below.

Later we branch to the new parent, selecting the Branch on JQL option.  This branch allows adding a subtask to the new parent.

When creating the subtask, copy the fields from the trigger issue.

Then finally we handle the other case, where the child is not a sub-task.  Use clone  issue, copying the fields you need from the trigger issue.  When setting the Epic Link field, set it to {{createdIssue.key}}

[Bill Sheboy]

Hi @John McKiernan 

Thanks for your other post, and I hope you are well also.

Here is the example I was mentioning about cloning issues, business project to business project without a global rule.  This does not seem to fit the cross-product reference you sent me.

Kind regards,
Bill

[Bonè Å]

Thanks for explaining it so thoroughly!

[John McKiernan]

Hey @Bill Sheboy ,

Apologies for slow response. I wanted to get a little more depth from the Product Manager for automation. 

You can tell my automation skills are rusty as I was wrong in my initial response (other post).

With the Clone and Create actions - you can create issues in other projects (but still be counted as a single product rule). It's a bit of a workaround that I wasn't aware of. This is true for all Jiras, not just Jira Work Management.

Hope that helps and sorry for adding any confusion. 

Cheers,

John 

[Bill Sheboy]

Thanks, John!  That is a good feature to know.

Kind regards,
Bill