Are you sometimes overwhelmed by recurring tasks? Do you have to get them done manually, remember to handle them and feel like they invade your thoughts and agenda?
You do not want to deal with every single issue created by your users and you may wonder how to automate them.
In every JIRA installation, the project manager or the JIRA administrator has to spend a lot of time figuring out which issues need to be relaunched and which ones need to be abandoned. A few days ago, I was looking for a solution to automate tasks instead of completing them every week (or every day). Then, I found the JIRA add-on I will introduce you today : Automation.
Thanks to this add-on, I can now identify users who do not work on an issue with the priority “Blocker”. It is done automatically so I don’t need to spend time looking for these issues and writing something to each user. From now on, I only have to find the correct JQL filter, write my comment and apply the automation. Automation is time-saving and enables me to spend time I did not have before completing other tasks.
After a few researches on this add-on, I discovered there were many other useful functions. It would be a pity to keep it for myself !
Unfortunately, this is the Beta version but it works as intended for all my tasks and I am sure it will quickly become a major add-on (if not directly included in the next version of JIRA !). Let me tell you a little bit more about this add-on …
Concretely, what is Automation ?
This add-on developed by JIRA is available since January 2014 . The first idea was to develop a new add-on to replace the current Jelly and the auto-transition listener plugin. The goal was to have the same configuration but in a user friendly way.
The main features are the following :
- Executing a JQL script in a given time frame
- Adding comments on existing issues
- Configurating automation easily
- Reacting to various JIRA events
- Accessing source code to add actions/triggers
Regarding all these configurations, I could define two different use cases for this plugin : the first one for JIRA, the second one for JIRA associated with Service Desk. Firstly, I will go through the example of JIRA.
Automation with JIRA
Here are a few ideas you may wish to implement to take your team to the next level of efficiency if you are a project manager :
- You want to comment an issue if it has not been updated for 15 days.
- You want to change a specific field if an issue has not been updated for 1 week.
- You want to comment an issue every hour if it has a “blocker” priority and if it has not evolved.
- You want to trigger a transition if someone logs work on an issue.
- You want to trigger a transition if a specific field has been filled in.
- You want to reset a field if an issue is reopened.
- You want to assign a reopened issue to the last person who commented it.
- You want to update a field every 24 hours.
- You want to update a field if the due date is in less than 4 hours.
Automation with JIRA & Service Desk
With the new Service Desk add-on provided by JIRA, we can now expect more features to improve our customer relationship. Indeed, we have now a tool to get tickets raised by our clients or other parts of the company but a few automatic tasks are missing, such as automatic answers when a ticket is raised for instance. In this case, Automation can help us providing a better service.
Here is a list of possible rules you can create for Service Desk :
- You want to change the priority of an issue if it was commented by somebody (a client for example).
- You want to send a survey to your clients once their issue/ticket has been resolved.
- You want to call a client again if he did not answer your last comment a week before.
- You want to send an automatic response when a ticket is raised.
- You want to comment an issue if your SLA ends in less than 10 Min (and to restrict this comment to your developer).
- You want to inform your client that your developer is on holidays and will get back to him as soon as he will return.
Do you feel like this is what you need in your JIRA ? Let’s see now how you can configure these use cases.
How to use it : a quick tutorial
PART 1 : Summary
To access to Automation plugin after installing it, go to System > Add-ons -> Automation.
This page contains every information about your current configuration of Automation
1 – Automations you have already configured and their states (enable/disabled)
2 – Details of the automation selected
- Name and status
3 – Create a new rule (/automation) > See PART 2
4 – Audit Log > See PART 3
5 – Configuration > See PART 4
PART 2 : New Rule
SCREEN 1 : Rule Configuration
Add a name and an actor to the rule. (the actor will be the name used to define the rule, for example, it will be the user name for a new triggered comment)
You can automatically activate this rule once it is created.
SCREEN 2 : Select Trigger
CASE 1 : JQL Filter Trigger
1 – If you choose JQL Filter Trigger, you will be able to launch a repetitive task depending on your JQL Filter.
2 – First choose when you want to trigger this action using a CRON expression
3 – Finally, apply this action to your JQL query. (For example, only issues in a specific project with a specific assignee)
You can limit the result of your JQL query. This rule will only be applied to the first X results of your JQL search.
CASE 2 : Issue event Trigger
1 – Select the issue event you want (default issue events from JIRA)
2 – Apply this action to define issues through JQL search.
You can restrict the trigger action by defining a specific user.
SCREEN 3 : Add Actions
1 – You can choose among different types of actions :
CASE 1 – Set the assignee to the last commenter
2 & 3 – You can restrict assignees to a group or defined users.
CASE 2 – Edit labels action
You can choose the labels you want to add to your issues and you can choose which labels you want to remove.
CASE 3 – Comment Issue Action
You can add a comment and restrict it to a user group (for example if you want it to be seen only by your developers).
CASE 4 – Transition Issue Action
You can choose the transition corresponding to the workflow to trigger the action. Be careful, this transition must be valid !
You can edit fields during the transition. The format will be the following : customfield_id=new_value or field=new_value (one per line)
CASE 5 – Edit Issue Action
Edit the fields you want in your issue.
For each case, you can choose to deactivate the notification.
4 – You can add as many actions as you need.
SCREEN 4 : Confirm
PART 3 : Audit Log
PART 4 : Configuration
The configuration tab enables you to define the number of rules to trigger in a short time.
How much does it cost ?
Automation is free but only available for download instance in Beta. You will not find any support nor documentation for now, but you can create an issue on the Bitbucket page (login mandatory) where the source code of this add-on is available.
Does this feature interest you ? If yes, for which use ?
What new features would you add ?
Looking forward to seeing your feedback !