Automating tasks in Jira. How to deal with recurring Jira issues? 

Automating tasks in Jira can save hours for teams. Minimizing manual work increases quality, improves employee satisfaction, and reduces development costs. Automation solutions are a must-have in modern companies. The good news is that they pay for themselves quickly. Let’s see how you can automate recurring Jira issues using our Issue Templates for Jira app. 

Yes, you can automate a wide range of activities in Jira. Atlassian even provides its users with a Jira automation templates library. It can be, for example, assigning issues, updating statuses, and more. But what are the benefits? First of all, Jira automation improves consistency. This ensures that every task follows the same process. Consistency leads to releasing a better quality final product.

What’s more, automation reduces the chances of human error. It also enables faster response to changes by improving visibility inside the project. This allows teams to track progress and quickly identify areas for improvement. Ultimately, automation in Jira ticketing system reduces repetitive tasks. Thanks to this, teams can focus on complex problems that require critical thinking. 

Automation rules in Jira consist of four parts. Uderstanding how to build automation rules is crucial:

Triggers – events that start the automation process.
Conditions – specific requirements that need to be met for the automation to run.
Branches –  allow you to organize and separate conditions.
Actions –  the tasks Jira will do automatically if the conditions are met.

You can find automation in Jira by going to Settings (top right corner) > System > Automation.

Scheduled rules in Jira automation execute based on a specified timetable. You can set them to run at regular intervals, for example, every 5 days. Additionally, you can input a JQL query. It allows actions in the rule to be performed on the specific issues. 

Note: If a scheduled rule encounters failure in 10 consecutive executions, it will be automatically disabled.

It is possible to create a structure of issues using just Jira Automation. However, we find it complex and hard to maintain. Therefore, we recommend delegating the process to the Issue Templates app. By using our app, you can also benefit from multiple additional features. They include inheriting values from parent issues, calculating dates automatically, and more. It’s a good practice to synchronize the status of parent issues when changes occur in sub-tasks. It ensures consistent information across related tasks. We will talk more about it further in the article. 

Automating tasks allows the automation of business processes within the Jira instance. It enables teams to simplify their workflows, increase productivity, and reduce manual errors. With Jira automation, users can create custom rules that automate tasks. It might be assigning issues, updating fields, and sending notifications. Jira automation is essential for teams that want to optimize their project management. Automating tasks in Jira allows them to focus on high-priority tasks.

Automating tasks in Jira is important because it helps teams to:

To sum up, by implementing Jira automation, teams enhance their project management processes. It leads to better outcomes and more efficient workflows.

Scheduling Create issue action allows you to generate a new issue within a project. Remember that you’ll need the appropriate permissions, including browsing projects and creating issues. 

Whilst automating issue creation in Jira you can specify various fields for configuration. By adding smart values, you make the process smoother. You can also copy attachments from other issues by choosing the Attachment field. For more advanced field editing, click More Options. 

Be careful when using Project > Same project as trigger on global rules. Since the type of project isn’t known until the rule is executed, all issue types are accessible for configuration. This means you might select an issue type that doesn’t exist in the project. It can cause problems later on.

1. Access Automation:

2. Set Trigger:

3. Add Conditions (If/Else):

4. Define “If” Condition:

5. Assign Users for “If” Condition:

6. Name and Activate Rule:

7. Test and Verify:

Additional Tips:

The Issue Templates extension automates task creation within projects in Jira. It not only creates issues. It also simplifies the process of autocompleting them. Teams can use templates instead of manually filling in the same data for similar tasks. The flexible templates allow you to match different project requirements and good practices. By using them, users can quickly reproduce recurring tasks. This saves time and ensures consistency.

You can schedule applying jira ticket templates thanks to the built-in Jira automation triggers. 

First, you need to create an automation rule. Then select a proper trigger and specific actions. There are many triggers you can choose from. In the following example, we will focus on the Scheduled trigger. To use templating, add a Create issue action to your automation rule. Choose a project and the issue type. 

Click on More Options and paste the following JSON:

In this case, TEMPLATE-1 is the issue key of the specific template. The app receives a notification that someone has created a new issue. Then, it takes the information from the issue.templates.automation property to apply a particular template. The issue fields can now be updated with values from the template. If a template has children or linked issues they will be recreated accordingly. 

Apply template post-function lets you complete fields on your Jira tickets automatically. It uses values from the template after performing a workflow transition. You can apply it in every transition step, including the first one, when you create a new issue. 

It’s possible to have different workflows for specific issue types. This enables setting up separate configuration models. It is useful when, for example, a team needs to add predefined sub-tasks after an issue creation. Imagine that a project manager or tech lead adds a development user story in Jira. Thanks to Issue Templates, sub-tasks for documentation, review, and security are created automatically.

Another use case is triggering issue creation in another project. For instance, let’s take submitting a request at the Service Desk. It can trigger a bug-type issue creation in a development project.

You can automate issue creation by triggering an automation rule using REST API. In the Incoming webhook trigger configuration, you get the link you can use to send POST-type messages. It will activate events defined in Jira automation rules. See the instructions below: 

Scheduled issue creation from templates allows filling sprints with predefined tasks. For this reason, planning work and assigning tasks get quicker and easier. The issue.templates.automation property enables users to set up dynamic variables. This feature comes in handy when you integrate with external systems. In this case, you can use dynamic variables to generate dynamic content. 

The tutorial below shows how to configure creating tasks step by step using Jira Automation:

A customer submits a support ticket through a form or email. An automation rule can create a Jira task with relevant details.

Onboarding, offboarding, and transfer tasks are repetitive. Use automation rules to speed up your Jira hr service management.

Code review tools can trigger Jira issue creation for identified bugs in Jira workflow.

Imagine your team encounters specific bugs frequently. An automation rule creates a Jira task with pre-defined fields and assignees based on the bug type.

Automate the creation of Jira tasks for reviews, checks, and testing in routine deployments.

After initiating a new project, automatically create tasks in Jira. They can include predefined sub-tasks for different stages of the project.

After a team meeting, integrate collaboration tools with Jira. Automatically create tasks for assigned action items with deadlines.

When you create a new user account, trigger a task to grant them the necessary project permissions.

Whenever you are running out of equipment, automatically trigger re-ordering.

These are just a few examples. There are many possibilities for automating Jira task creation. Identify repetitive tasks and automate them. By this, you can optimize your whole project management process across your company. 

Automating tasks in Jira saves teams time and effort. It improves efficiency and reduces manual work. This automation enhances work quality and employee satisfaction while lowering development costs. Modern companies rely on automation solutions, and the investment often pays off. Tools like Issue Templates for Jira facilitate automating recurring tasks, ensuring consistency and freeing up time for creativity.