Automation for Jira

Automation for Jira is a popular tool to get your team automated by creating additional workflows, rules and processes.

Smart Checklist can be tightly integrated with Automation and changed by its workflow.

Use Cases

Set Checklist on Issue Creation

This flow can also be achieved by the built-in Templates functionality of Smart Checklist. Visit this page for guidance.

  1. Go to Automation for JiraAutomation Rules

  2. Click Create Rule

  3. Set When: New Trigger

    1. Choose Issue created → Save

  4. Add component New Condition

  5. Set New Condition

    1. Choose JQL condition

    2. Add filter per Issue Type

      1 issuetype = Bug
    3. Save Condition

  6. Add component New Action

  7. Set New Action

    1. Choose Set entity property

      1.  

    2. Choose Entity type: Issue

    3. Set Property Key

      1 com.railsware.SmartChecklist.checklist
    4. Add checklist template in Markdown formatting as the property value

    5. Save Action

  8. Save and Turn Automation On

  9. You're done! Now every time a "Bug" issue created - a proper Template will be added as a checklist.

Append Checklist Items on Issue Transition

Not available in next-gen projects. Please see the details here.

Make sure you have the "Checklists" custom field added as a Smart Checklist storage. Read  "Checklists" Custom Field for set up

Otherwise - only new items will be added to the "Smart Checklist" content.

  1. Go to Automation for JiraAutomation Rules

  2. Click Create Rule

  3. Set When: New Trigger

    1. Choose Issue transitioned 

    2. Choose from status (e.g. Backlog) and to status (e.g. Selected for Development)

    3. Save

  4. Add component New Action

  5. Set New Action

    1. Choose Set entity property

    2. Choose Entity type: Issue

    3. Set Property Key

      1 com.railsware.SmartChecklist.checklist

       

    4. Add checklist template in Markdown formatting as the property value and add the following in the beginning: 

      1 {{issue.fields.Checklists}}

       

    5. Save Action

  6. Save and Turn Automation On

  7. You're done! Now every time an issue is transitioned from Backlog to Selected for Development, the proper checklist template will be appended to your issue.

Transition an issue to the next state when all the checklist items are completed

Not available in next-gen projects. Please see the details here.

  1. Make sure you have "Smart Checklist Progress" custom field enabled. Follow instructions here

  2. Once "Smart Checklist Progress" custom field is set up - start new Automation Rule creation

  3. Add trigger "When" Field Value is changed.

    1. Add "Smart Checklist Progress" field and "Edit Issue" as For operator

  4. Then Add "Compare Condition" automation block

    1. Set First Value: {{issue.Smart Checklist Progress}}

    2. Set Condition: "Exactly match regular Expression"

    3. Set Regular expression: (^$|.*Done)

  5. Then Add "Transition Issue" automation block

    1. Set "Destination status", e.g. "Done"

  6. Save the Automation Rule

Check the quick demo:

Put Smart Checklist to the Center position of Issue View

Useful if you want to show Smart Checklist add-on in center positions for your users by default

  1. Create Automation Rule

  2. Choose trigger that suits you

  3. Choose "Set Entity Property" as an Action

  4. Choose "User" as an Entity Type

  5. Put Property: com.railsware.SmartChecklist.ShowInCenterPanel

  6. Put Value: true

  7. Choose "Select a user" param that suits your case

Video:

Add Checklists to Subtasks while New Issue creation

If you want to add checklists to automatically created subtasks - follow these steps.

  1. Make sure you have the "Checklists" custom field enabled. Follow instructions here

  2. Go to Automation rule and create new

  3. Choose the trigger Issue created

  4. Choose the action Create sub-tasks

  5. List subtasks you need

  6. Click Add fields  - your subtask will be converted to a separate action step

  7. Choose Same Project to be sure the sub-task is not lost

  8. Add "Checklists" custom field from Choose fields to set

  9. Then add checklist items using checklist Markup formatting. Check the detailed guide!

  10. Save and publish Automation Rule

  11. Now when you create a Jira issue new sub-tasks will be created automatically

  12. Click on the one that contains the checklist  - see it's rendered with Smart Checklist add-on

Add Checklist to Service Desk tickets for certain Request types (not a JIRA issue type)

Service Desk Request types are Jira issue types, but specific for Service Desk.

  1. Check what issue type you have for your Service Desk request

    1. E,g, if you have a Request Type called "Get IT help", it may have "Service Request" issue type: 

  2. In Automation, you would need to create a rule that would add a checklist to all the new requests of "Service Request" type

    1. Set Trigger. When: Issue Created

    2. Set New Condition

      1. Choose JQL condition

    3. Add filter per Issue Type

      1 issuetype = "Service Request"
    4.  If you want to assign different checklists to Service Desk issues that have the same Jira issue type, but different service desk Request Type, specify your Request Type in the JQL condition as well. E.g.:

      1. 1 issuetype = "Service Request" AND "Request Type" = "New User Account"
    5. Add component New Action

      1. Choose Set entity property

      2. Choose Entity type: Issue

      3. Set Property Key

        1 com.railsware.SmartChecklist.checklist
      4. Add checklist template in Markdown formatting as the property value

      5. Save Action

    6. Save and Turn Automation On

Set Checklist depending on Custom Field Value after Issue Creation

  1. Go to Automation for JiraAutomation Rules

  2. Click Create Rule

  3. Set When: New Trigger

    1. Choose Issue created → Save

  4. Add component New Condition

  5. Set New Condition

    1. Choose Issue fields condition

    2. Select your needed custom field

    3. Choose the condition equals

    4. Add the value of your custom field

    5. Save Condition

  6. Add component New Action

  7. Set New Action

    1. Choose Set entity property

    2. Choose Entity type: Issue

    3. Set Property Key

      1 com.railsware.SmartChecklist.checklist
    4. Add checklist template in Markdown formatting as the property value

    5. Save Action

  8. Save and Turn Automation On

  9. You're done! Now every time an issue with a defined custom field value is created - a proper Template will be added as a checklist.

Bulk update checklists

This goes about Issues bulk update when you set a value for a field you'd like to populate to all the selected issues.

The filed you’ll be populating to update checklists is “Checklists“. Check the field setup instructions here.

Implementation instruction

Do it before running a bulk import

  1. Go to Automation for Jira → Automation Rules

  2. Click Create Rule

  3. Set When: Field value changed Change

    1. Choose Checklists → Save



  4. Add component New Action

    1. Choose Set entity property

      1.  

    2. Choose Entity type: Issue

    3. Set Property Key

      1.  

        1 2 com.railsware.SmartChecklist.checklist
    4. Add the following to the Property value



      1. 1 2 {{issue.Checklists}}
    5. Save

  5. Save the rule and Turn Automation On

  6. Proceed with the bulk update.

  7. Once the bulk update is completed, turn the rule off.

Make sure this rule is only enabled when you need it for the bulk update operation. Otherwise, it will constantly run the synchronization, and you don't need that as a normal checklist operation would suffer.

For any questions or feature requests contact us: smartchecklist@railsware.com