Tag: automation

In case you need some inspiration, here are 65 ways you can use automation in Jira to make your life easier. You can accomplish all of these with built-in automation, workflow extensions, and scheduling apps!

Communicate Information

Send additional notifications

• Notify the project manager when an initiative is approved
• Notify customers when their feedback or bug is addressed
• Alert the legal and customer service teams when a new product launches
• Use an integration or a webhook to notify your team’s chat room of certain Jira events

Send weekly updates

• Send a report of all the issues you worked on this week

Show instructions

• Provide an on-screen message, after a workflow transition, to remind a user to perform a task they frequently forget to do

Automatically create issues

• When product features change, automatically create an issue for the legal team to revise the terms of service
• When there’s an outage, automatically notify customer service so they can be ready to address trouble reports
• If a customer support request requires development work, auto create the issue and assign it to the right team lead

Add watchers

• Automatically add previous assignees as watchers

Add comments

• Add a comment to any automatically closed issues, explaining why and how to reopen issues if needed
• Add a canned response based on a label

Communicate requirements

• Require users to link issues to their related initiative
• Automatically remind business owners to attach project requirements

Update Information

Automatically update issues based on certain criteria

• Assign issues based on custom field data like a certain skill needed or a specific office location
• Automatically assign issues to users in a list
• Add high priority bugs to the “Next unreleased version”
• Set a due date based on a creation date
• Update issues based on a JQL result
• Automatically log work on a workflow transition
• Update information in a child issue with information from the parent
• Automatically update the due date for all linked issues

Automatically transition issues

• If a code review is rejected in Crucible, automatically transition the Jira issue back to “To Do” status and notify the developer that there’s a problem
• If a code branch is created in Bitbucket, automatically transition the Jira issue from the “To Do” status to the “In Progress” status
• Automatically reopen a closed issue if a customer adds a comment
• Close an Epic when it’s Stories are closed
• Close all Sub-tasks when a Task is abandoned

Conditionally update issues

• Only update issues with a specific priority level
• Only update issues with a certain component selected

Log additional details

• When an approval is given, add the user’s name and the timestamp to custom fields, to easily see and report on that information

Automatically increment a number field each time an event occurs

• Count how many times an issue went into the “On Hold” status, was reopened, or was reassigned

Repeat Frequent Tasks

Create issues on a specific or recurring schedule

• Automatically create all scheduled maintenance tasks each quarter
• Automatically create all regression testing tasks
• Clone an issue each week for the next two years

Create issues based on components

• For each new hire, automatically create an issue for each application or resource the user needs
• For each new product, automatically create all the marketing tasks

Create reminders

• Create sub-tasks to remind yourself to log time at the end of each week
• Remind the customer to verify their request is resolved
• Remind the assignee to review an issue not updated in the last two days

Calculate information

• Automatically calculate the hardware purchase cost based on quantity
• Automatically calculate the level of effort based on estimates
• Automatically calculate the mileage fee based on travel miles
• Automatically calculate the training cost based on number of requests
• Sub all logged time for an initiative

Create related issues

• When a request requires development work, automatically create an issue for the dev team and link it to the customer request

Sync Information

Updated related issues

• When information changes in a parent task automatically update the child task
• Use regex to find issues mentioned in other fields and automatically link them together

Sync data between multiple Jira applications

• Sync information once an hour or once a day

Sync data with other tools

• When case details are added in Salesforce, automatically provide that information in the related Jira issue
• Automatically create requests from emails or chat conversations

Perform Maintenance

Delete old data

• Automatically delete old attachments to free up space or for compliance reasons

Schedule admin tasks

• Periodically look for changes in the list of users with application administrator access

Close old issues

• Schedule a JQL query to find all bugs older than 2 years and automatically close them

• Close all requests not updated by the customer in 7 days

Close duplicate issues

• When an incomplete issue is linked as a dupe, automatically transition the issue to “Done”

Send Alerts

Meet deadlines

• Find overdue tasks and alert the project manager
• Notify agents of approaching SLA deadlines
• Alert the hiring manager one week before a new hire arrives
• Send an alert when a project reaches 80% of it’s budget

Manage missing information

• Alert an employee if their expense reimbursement issue is missing receipt attachments
• Alert a project manager if an important task is missing approval

Surface high priority information

• Send alerts for high priority bugs, incidents, or impactful issues
• Detect and alert users to specific problems or key phrases

Catch undesired behavior

• Detect the word “password” to make sure a user hasn’t exposed their credentials
• Catch users skipping the QA test step before work is deployed to production

Have more ideas? Share them in the comments section below!