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

1. Go to Automation for Jira → Automation Rules

   1. Open

      

2. Click Create Rule

3. Set When: New Trigger

   1. Choose Issue created → Save

      • Open

        

4. Add component New Condition

5. Set New Condition

   1. Choose JQL condition

   2. Add filter per Issue Type

      issuetype = Bug

   3. 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

      •  

        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

1. Go to Automation for Jira → Automation 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

      •  

        com.railsware.SmartChecklist.checklist

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

      •  

Alternatively, it is also possible to do the same via Issue Properties:

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

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

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

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

2. 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)

3. Then Add "Transition Issue" automation block

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

4. Save the Automation Rule

Check the quick demo:

Open

Add Checklists to Subtasks during New Issue creation

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

1. Choose the trigger Issue created

2. Choose the action Create sub-tasks

3. List subtasks you need

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

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

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

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

8. Save and publish the Automation Rule

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

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

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

1. You would need to check what issue type you have for "Get IT help" requests

2. And then create an Automation rule for this specific issue type. 

3. E.g. If you have a Request Type called "Get IT help" and it has "Service Request" issue type: 

4. In Automation, you would need to create a rule that would add a checklist to all the new “Get IT help” requests of "Service Request" issue type

   1. Set Trigger. When: Issue Created

   2. Set Condition. If: Issue matches JQL 

       

   3. Set Action. Then: Set Issue Property

      • And set the value of the checklist you need

Set checklist depending on a custom field value after issue creation

1. Go to Automation for Jira → Automation 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

      •  

   4. Add checklist template in Markdown formatting as the property value

   5. Save Action

8. Save and turn the Automation Rule 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

Implementation instruction

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

   2. Choose Entity Type: Issue

   3. Set Property Key

      •  

   4. Add the following to the Property value

      •  

   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.

“Adding comment/creating Jira issue” when the checklist item is completed

You can set Automation to create a request in a Jira Service Management project based on the status of a single item in a checklist.

1. Create Rule.

2. Set Trigger → Field value changed, choose Smart Checklist Progress as a field to monitor for changes. Save.

3. Set New condition → Issue field condition.

4. Fill Field → Checklists, Condition → contains, set the needed Value/Field. And Save.
   Here’s how it looks:

Create a new Jira issue when all checklist items in a “source” Jira issue are completed

You can set the Automation rule to create a new Jira issue if all the checklist items at the "source" issue are marked as completed.

1. Create Rule.

2. Set Trigger → Field value changed, choose Smart Checklist Progress as a field to monitor for changes. Save.

3. Set New condition → Advanced compare condition.

4. Fill First value → {{issue.Smart Checklist Progress}}, Condition → exactly matches regular expression, Regular Expression → (^$|.*Done). Save
   Here’s how it looks:

5. Add Action → Create issue

6. Save the rule and Turn Automation On

Create a Sub-task when a checklist item is set to done/completed

You can set the Automation rule to create a sub-task (or any other issue type that is required) when a checklist item is marked as done/completed.

1. Go to Settings → System → Automation for Jira → Automation rules.

2. Click Create rule.

3. Choose the trigger Field value changed, and choose Smart Checklist Progress as a field to monitor for changes. Save.

4. Set New condition → Advanced compare condition.

5. Fill First value → {{fieldChange.fromString}}, Condition → does not equal. Save.
   Here’s how it looks:

6. Set New condition → Advanced compare condition.

7. Fill First value → {{fieldChange.fromString.remove(“ - Done”).substringBefore(“/”)}}, Condition → less than, Second value → {{fieldChange.toString.remove(“ - Done”).substringBefore(“/”)}}. Save.
   Here’s how it looks:

8. Add Action → Create issue, Project → Same project, Issue type → Sub-task (or any other), Parent issue → Current issue, fill Summary and Description.

9. Save the rule and Turn Automation On.