Issue Templates have proved itself as a tool that allows to handle repetitive tasks painlessly. The app uses Scopes, or specified sets of fields, to define which fields are used in a specific action, such as Autocomplete or Copy. However, not many users know that the Scopes can be modified further to make creating issues from templates even more flexible. You can prevent a copied field value from editing, overwrite it inside an existing issue or provide an Alternative Source – be it the parent issue or any other task that you have in Jira. In this article, we’ll show you how to set up Alternative Source and examples of its use in your daily work.
As you may already know, the template settings have moved onto a dedicated panel at the issue view since the 7.0 version release for Jira Server. There you can change the Scopes for the selected template, create new ones and edit them on the fly. The advanced settings are still available under the Project settings – we added a link, though, so you can get there in just one click.
These settings are on-and-off buttons for each separate field in a Scope. When you click on Alternative Source, a pop-up menu appears to specify what should it be like. Choose the issue to take the desired value from and the source field – and you’re basically done!
There are some little tricks in setting this up for different field types, though. For Text fields, there are Prefix and Postfix options; you can add some text there that will appear before or after the copied value in the target issue.
For Date fields, such as Due Date, you can get the target value from the current date, shifted by a given amount of days if necessary.
For User fields, there is a cool Random thing. It allows to define a user for the field automatically by random selecting from a given user group.
Now let’s see how you can put this feature to work.
Insert common texts into descriptions
Let’s say you decided to template bug reports for different types of systems, applications or projects. Even though the descriptions for all of them may slightly differ, you may want to add a general checklist of what should a bug report include. Instead of typing it into every template’s description separately, you can include this common text into the Scope itself by providing a Prefix.
Highlight templated texts by formatting
What’s more, these fields support formatting tags. You can add an opening tag as a Prefix and a closing one as a Postfix to make the copied text bold, italic or even coloured. It is useful when your team edit the description a lot, and you’d like to keep track of what’s been added.
Automate due dates for sub-tasks
When a new employee is about to start working, there’s much to be done before he or she steps into the office. You may need to prepare the papers and the workplace, buy a laptop, print business cards, etc. So immediately after the positive decision you create a ticket in Jira with these sub-tasks attached (from a template, we suppose), and the logical way to automate it further is to set the Due Date on each sub-task based on the current date. So the paperwork, which should be ready in the first place, would have currentDate +1 setting, a laptop purchase could go currentDate +4, and in the end (say, on currentDate +7) the employee arrives.
Assign tasks to a team automatically
Recently, Jira has become increasingly popular among non-technical teams, such as marketing. Apparently, they like templated issues very much, as they don’t have to delve into the software’s complexities – they just focus on their daily agenda. So if you have a template for the upcoming event or a rebranding campaign, you can assign it to any user from the marketing-users group by selecting the Random option as the Alternative Source. They will take on the task and distribute the roles on their own.
As we can see, our app provides almost infinite possibilities of setting up issue templates and making them useful for your team. By putting your finger on Alternative Source, you can use any field that you have in Jira as a value source, and the additional options for different kinds of fields allow to automate some aspects of a template’s creation.
If you’d like to learn more about Issue Templates for Jira Server or Cloud, take a free 30-day trial from the Atlassian Marketplace or read the Server or Cloud documentation. You can also book a live demo via Calendly or watch the tutorial for Cloud and Server versions, if you’d like to see the app in action. Read more about what you can do with Issue Templates for Jira:
- How Jira user story template enhances team’s agility
- Why people use and love Issue Templates for Jira
- How we automated a workflow with Jira sub-task templates
Also published on the Atlassian Community.
Krzysztof Skoropada is the Head of Atlassian Apps at Deviniti. Together with a team of experts, he helps companies select Atlassian apps according to their individual needs, as well as avoid falling victim to risks associated with the implementation of the newly developed software. Thanks to 5+ years of experience in implementing Atlassian solutions in major organizations, he knows that one of the key success factors for companies is putting business performance first, then tailoring the technology, which also reduces the expenses of creating dedicated solutions. Now, over 5 million people use the solutions he created together with his team and helped to implement at companies such as CISCO, Ferrari, Samsung, Deloitte, Allianz, Lufthansa, Spotify, Sony, and many more. Offstage, he’s enjoying challenges, travels, schussing, and playing with his kids and a Golden Retriever named Flutter.