How to automate in Jira | Siarhei Semashka | Skillshare

How to automate in Jira

Siarhei Semashka

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11 Lessons (55m)
    • 1. Intro: Welcome speech

    • 2. Intro: The what, the why, the how

    • 3. Key concepts: The rules and their components

    • 4. Key concepts: Rules management

    • 5. Key concepts: Smart Value

    • 6. Common examples: Import Export rules

    • 7. Common examples: Synchronize sub-tasks with their parent values

    • 8. Common examples: Auto-assigning

    • 9. Common examples: Deadline based on priority

    • 10. Common examples: Parent status based on its sub tasks 9

    • 11. Common examples: Scheduled trigger with Smart Values


About This Class

By the end of this course, you'll be able to create rules in the Jira Software, expedite your projects, and turn yourself into a competent project management specialist!

Learn the main principals of the

  • rule creation,

  • rules management,

  • the concept behind the Smart Values,

  • see the most common applications,

so you can start to automate in 1 hour!


1. Intro: Welcome speech: Hello and welcome to my crash course on Jura of the mission. Have you ever felt worn out from doing the same mend in tasks over and over again? I know this pain and it should not be that way. Lucky for us, Jura has developed and integrated the two toe ultimate them and make the process more pleasant and the efficient. In this course I will introduce you to the main concept off rules creation rules Management explained the idea behind the smart values and show you the most common examples so that you can save a lot of time and nurse on automated, repetitive manual tasks, thus expediting your project flow. So click on the next video and see there. 2. Intro: The what, the why, the how: before we get into the nitty gritty off juror automation, let's explore what makes Jura such a powerful, too. What exactly is Jura automation? General Automation is a no script rule builder. Why is Juris no script rule build so special? First it's is it to use no golden experience required? Second, it saves time. No need to perform manual updates, its cross functional. It can be applied across multiple projects and even at last in products such as Jiro Software and the Jena Settle his desk. Teoh Some Jura automation allows teams to quickly and easily ultimate their processes and keep projects up to date without manual added in No, let me show you how to set it up. It's literally took weeks away. So go on the left bottom and ah, click on project settings and ah, from there you scroll down and ah, you will see that Project automation button. That's it. In the next section, you will learn about the main concept off Jura automation 3. Key concepts: The rules and their components: this, we dio we'll show you how to set up rules. Injury automation rules allowed the user Teoh automate actions based on predetermined criteria. But it's not that to set up out emission rules, you must be an administrator. The rules made of three components triggers that initiate their old conditions that conditions that clarify the rule and the actions that executes rule and the actions that executes the role. Let's briefly dive into each of these blocks. Errol must start with specific trigger triggers. Leads the program. Know when to kick off execution off the rule. All available triggers are listed on the right side, with explanation under each name. For now, let me choose one of the popular simple trigger, such as issue created to proceed to the other components. Sometimes there is a need to narrow scope off the roll. In this case, you can choose a new condition this orange icon then and you window with available options appears. You can specify conditions that must be met. We rule to continue running, for example, if you want, euro can only escalate an issue with the in progress stutters starters, which is a condition which is equals and ah in process. Another available functionality is to select the related issue. You would like to perform action against issues. Injera seldom exist in his elation. They often consists off sub tasks or, as they're types off smaller issues. Therefore, if he wants to apply automation not only to the source issue that started the rule but also to any related issues, the branch rule component becomes compelling. As you can see, there is a white assortment of options in Evelyn customized your role. Please note. For better performance, it's advisable to use branch rules sparingly. Let's choose the sub tasks and carry on with the remaining components safe. And, uh, that is the new action button, which brings them exhaustive list off results you might looking for. They allow you to ultimate tasks and make changes within your side. And so all of them, as you can see, are divided into four categories. This one advance software notifications and ah, issue actions. Also for easy navigation, you can use this drop down button for thorough comprehension. I encourage you to find the time and familiarize with at last sent the communication on this topics following the links below. Thank you for watching and see you in the next video 4. Key concepts: Rules management: this lesson will present information on the rules management using Jiro Automation A Rolls Management is the first window you see well, excess in automation. So we go into the project settings, scroll down to project automation. Let's extend this window so rolls management is the first window. You will see well excess and automation by default injera automation. You will lend on project Rule page. So, as you can see on the left, decide so the project rules page will only allow you to view rules related to a specific projects. If you want to view or change all the rules you have created, click on all rules just above the project rules. And ah, you will see global rules. A swell global rules applied. So all projects across your side. If he wants to check if the rule is currently active, you need to look and Douglas owns the right side. All of them called the role statuses. When you create your first rule, it's automatically enabled by default How we were human s an administrator can change the rules status. If you click on the suspensions points next to the rule, you will see the least off additional options, such as copy, remove and the export. By the way, the letter I used to provide you with rules from each practice example later in this course , for better rules management, you can create the label and, ah, a sign to it as many rules as you need. In addition, labels are common across both global and the project rules. Click the plus button on the left side and the name your label. Um, let's create Okay, a B C. Done, then dragon. Drop the rule into your label. Let's this out. A sign and, um, comments counts immediately. You will see a rules label on the correspondent columns is here. If you want to filter rules with only such label, simply click on this icon on the left side. Once your role is active, you can track its activity using them out. Did look Teoh excess it? You should click on the name off the rule you want to inspect. All right, let's choose labels. Then proceed to them out it longer. And here where from here you can see when the rule was triggered. The final result off the execution and the any action that may have been performed for better understanding of status is here collective you their explanations On the very button , you can view the ODed log off on individual rule project wide or at the global level. Moreover, review and young outed logs is an effective way off debugging euros. Click on the right side. Show more to access more information about each rule. Thank you for watching and CNN's The next video. 5. Key concepts: Smart Value: Quite often, it makes sense to utilized some of the data that you have in your issues. This lesson will introduce you to the smart values, which allows you to access stores, issue information and integrate it into your issue. First of all, smart values looks like a specific text common, which is wrapped in the value in double Caroline breaks. For example, if you want to get the name off the issue studies and it's workflow, you need to type issue dot status that's name wrapped in this, ah, double coral. It breaks. But where to type it if you do so in the description or common section off the issue. So it's seem it would type here the smart value shown that status, the name said. It doesn't bring any result it doesnt based. What we wanted here is to see instead of this comment to see the current status off this ticket. Nothing going to happen as it's treated as a text string. This is a powerful way toe access and manipulate that with automation. Therefore, for the most part, you will use it in the action components, such as ended issue comment on issue or send in various kind off identifications as we can see here, like email slack stride messages to test what a smart value returns, it's advisable to use the manual trigger with log action. The results this place in the loaded look Teoh illustrate it. Let's jump back toe aboard and the creative mission. Let's type some description and comment on the issue. So then closed the issue. Go to the project settings, scroll down to Project Automation to the top right. Three intro, as we mentioned, Choose a manual trigger and the perform and new action save So new action. Who? The log action? No, I recommend heaven bookmarks with at last and the communication about smart values at the ready. So go to general software support on the right side them. You can see that division in the sections. Okay, so more smart. Well, this General, let's say we're interested in the comments. So control F. Taib Comment. It's from my previous search, so I can I can see it this again. All right. Highlight and caught the issue common size and ah, I would recommend to highlight it with the description. Okay called So no going back to our tab in the log message. Bussed there, save let's name it. Comment size. Turn it on. Go back to our board, open our issue on the right side, scroll down and click on a rule execution. So we already see our rule and click Run. It takes some time Whole, right? Go to the link for this rule. Just click on this rule Then we never get to the hounded longer. And ah, he wear and go Teoh so more great. So we received our requested information. Those details become an effective way to debug your complicated rules as it provides exhaustive information about a rule execution, be creative and play with different smart values available from the recommendation. In the beginning, I would recommend focusing on smart values, General. So let's see here. In the beginning, I would recommend focusing on smart values, general users, date and time function and ah, month expressions as the most popular choices. Please take it time to familiarize with these topics. And, uh, I provide you with ah links to this exactly pages below. In the next section, you will see riel world examples, including smart values, to strengthen your understanding off General Tim ation See in the next tedious 6. Common examples: Import Export rules: after each video with the common examples off Jiro Automation. There is a downloadable file with the rule script so you can import it into your project and start using it right away. Let me show you how you can quickly do so let's start by important rules. As usual, you go to project settings, and while even recording this course, the at Lassen developers shift the automation bottom to the top. So now you don't need to scroll down, so we just proceed from here. Then navigate to global administration and the click on the ellipses in the right corner and just import rules. Choose your file. A little tip. Here you can restrict the rule to a specific project, a number of projects. Otherwise, if you close all of the projects in these books, your role would become global. Let's choose the letter. Click on select Next in the hour Final click. All right, our rule has appeared under the global rule step. Vice versa. Let's say you want to share your room. It's even easier in this case. Navigates Teoh All the rules. If there is a need, you can sort your rules according to the labels on there on projects. When you find your interested item, just go on the right side and click on ellipses again. Immediately you see the option export, which you are after. That's it. Thank you for watching and good luck with your gear automation. 7. Common examples: Synchronize sub-tasks with their parent values: This is the 1st 3 deal in the serious off Jiro Dimension examples. I will start from the easiest and gradually increase the complexity off the practice. Let's start. What if, instead of manually copying or typing information for both task and sub dusk, you can synchronize these values automatically, thereby bimbos off them up to date. So how does it look without permission? You created ticket. Name it, uh, Subba scene open. It's, for instance, select the label practice and the silicon trade sub task. Some war. If we open it, it doesn't have any label assigned to it. It might seem insignificant at first, but when your card or ticket become more complicated and go through several modifications, you risk to have outdated sub tasks. Let's optimizes as usual, go to the project settings, scroll down to the project automation, then create room in our gaze. Choose popular trigger field value changed. We're interested in the labels and ah, keep its for all issue operations. Save next select branch rule related issues. No, as you can guess, go to Sepp Tusks and ah retained it. Restricted to our project save and finally new action and ah ended issue here, we let the automation know that we want to. It is on Lee labels, plus specify copy from parents. Turn it in their meats and the Turn it on. Now Back to project and Ah, try Tom. Open our ticket. Let's change the labels in the parents one year. And as you can see it, it's completely the same. One more time, Let's say intra, but without new, the liberals have dated. Thank you for watching and see you in the next video. 8. Common examples: Auto-assigning: What if, instead of spending time on check and come from your team has a list workload your ultimate assignments, making it easy to distribute workloads evenly. In this video, I will show you how to do this in Jura automation rather than men usually assigned the task . As I'm doing right now, let's go to the automation function and create a rule once is the rule is enabled. Whenever you as an administrator, type out a sign in the description field. The rule would be applied. Click on project settings once there, select project automation them create rule, as in the previous video, select field value changed next type description and ah, retain all issue operations, Then click safe This where we need to use the condition future, then big to the popular issue field conditions. In our case, we will select description, keep contains and the time out. The sign, save and finally had is the last component new action, a son issue. Then you can play with different options. But for us, a user in a defiant list would be the best fit. You can see that Jared defined the balance workload who is done status and this work for us as well. However, let's specify the user leased by Edin. Those two members safe name, it's and, Ah, turn it on. No, go back to project. Now let's assign our previous tickets to one member from while our least as you can see, see Member, who has a blue arbiter, does not have any assigned issues. Let's enable the rule and make sure that the rule operates correctly. Opens a ticket and the type out A sign in the description field. Here we go is the ticket I was assigned to see Member Thank you for watching and see you in the next video. 9. Common examples: Deadline based on priority : What if, instead of spending time on checking their priority for each task to assign a proper deadline, you automate it, making consistent throughout the project. In this this weedy oh, you will learn how to do this injury automation rather than manually setting a deadline. As you can see right now, let's address the automation function and create rule. The goal is for every new issue. Who is the highest priority level to set a deadline in one week from now? And, ah, who is the lowest priority two weeks from though, Let's get started. Click on project settings. Once there, select project automation. Never get Teoh. Create rule Field value change would be our trigger. Let's monitor the priority and, ah, keep it for all issue operations. Save. We need to add the a new condition. Then let's controls the flow by using if else block now and the conditions now, we need to check whether an issue field meets certain criteria. To do that, choose issue field conditions, select priority, then change their condition. Teoh equals, and the finally pigs, the highest from the drop down menu save next, go to the new action, and ah added issue from here. We want to set their deadline, which is named as Do You Date here, and we can already see the smart values comment to set the deadline in five business days from now. But what if you would like to change their due date? Let's never get to the question mark to examine other available. Do you did from the documentation scroll down to manipulate in dates? As we can see here, the common logic goes along the line. Now bless something. Let's search through all available options by present control F and the typing Now don't plus all right, we have now Last days and the now glass business days. You will notice that there is no section for weeks, which should be a roadblock for users who would like to set weekly deadlines. So instead of choosing one off their daily options, let's employs the same logic by typing a smart value and the enter now plus weeks one into the due date field, then click safe. Now proceed with composing the rule and click on Ed Else then and conditions and ah again issue field conditions. We will do with same manipulations as we did with the first condition, so choose their priority field change conditions two equals and the select lowest from the drop down menu. Save a returned to add a new component and the big then you action once again go to ended issue and shoes do you date? As we agreed the bomb earlier Taipower were smart values. Now that plus weeks two in brackets on DA finish, it was safe. Now it's time to name the rule and the turn it on. Let's come back to the Project and destiny. Open our existence issue. Go to the priority and set it to the highest. You see that Do you did has changed. Let me show you their recording date to make sure that it's exactly one week from now. That's true. Now go back and change that priority to the lowest and do you did postponed for one more week? That's it. Thank you for watching and see you in the next video 10. Common examples: Parent status based on its sub tasks 9: what if, instead of many really changed their status off their parents issue, Jura automation will do it for you. This lesson will teach you how to set up a rule to automatically transition. The parent issue, based on the status is off its sub tasks. Rather than move your parents issue through the workflow, as you can see it right now, let's create a need to rule for that. Let's go as usual, click on project settings, then project automation. Go to um, creates rule. In this case, let's choose another popular trigger issue. Transitions. Leave blend. Too much old statuses save. Let's narrow it by certain a new condition. Select fields condition in the field, books, shoes he should type equals and, ah, in the value books. Change it to sub tasks. Taliqan Safe next select branch rule related issues. Once again, our trigger is subtext, but we would like to perform action against its parent. So we pick parent from the drop down menu save, then set a new condition and go to related issue conditions. We want to specify all sub tasks. Who is status to do? Therefore, Jenna Acquiree language are Jake you? L would be a suitable solution. Keeps up tasks in the related issues, then select condition that all much specified. J k l here I would like to recommend to give under your belt Jura support documentation. Let me remind you, you find the Jiro software Support webpage search for GQ, Elle, then open the advance search a reference and use them control. Have combination to go through their desired keywords. All right, I returned to our rule creation. A little tip here, always Glicken validate acquiring before saving and move into the next part. There's confirms that correctness off the Calmund and show you the number of qualifying issues under this J k l llegan save. Now we can finish the branch by Ed and the action Select Transition issue Our example. We can simply select to do as our destination stuffs and the click on safe. Let's add a new component. This component would be responsible for transition or keeping our parents issue in progress status. By the way, we should keep in mind that if some issue has in progress or done, status is it means that the parent issue is still in progress to do so. Let's start from branch rule related issues Choose parent issue off the subtext save at the A new condition and the related issues. Condition keeps this up tasks in the related issues books but in this case change their condition. So some match specified J K l finally type start. Those in a great explanation can be found in the documentation, but basically it's equivalent off using multiple equals statements but is shorter and more convenient. So to wrap it up, we add a new action which will move the parent issue. Onder in Progress Status. We need to add a new action which will move the parent issue under in progress status. Click on in progress from the drop down menu. Save eventually. Let's complete the logic with the done status. Choose toe. Add a component Goto branch Rule related issues. Big parents from the drop down menu under the type off related issues. Click on Save, then goto new condition but then navigates toe related issues. Condition. Keep the sub tasks in the related issues but changed the condition, too. All mentioned the specified Jackie L. As you can guess, we need to filter all down statuses and silicon validate query to check our Jake Ill all right. There are no errors, and we can proceed to say lastly, add a new component in a form off action select transition issue and then done in their destination status. Save. Now it's time to name the rule and turn it on. Click back to Project Open our related to get and the change the statuses off all stop tusks into to dio All right, no change, at least one sub task status to in progress and you can see how's the parent issues that was reacted. So as you can see, the parent issue moved to in progress status, then let's shift all off some tasks. Statuses to them. Great. Our barren status followed its sub tests again. Now let's go backwards. Change one off the sub task statuses to To do Well. The parents issue returns toe in progress status. And finally, if all the sub tasks statuses are to do, then our parents issue gone to the same status. That's it. Thank you for watching and see in the next video 11. Common examples: Scheduled trigger with Smart Values: Jura offers a viable solution for managing that invoices using the tickets for you. What if Instead of manually creating reminders to the reporter and perform some mundane computation, you can automate it, eliminating possible errors and expediting the process. In this video, you will learn how to do this injury automation, and the goal is to create a reminder. Inform off a comment to the reporter that some invoices would you. So you need to pay now. Otherwise your costs will increase by 15% in one week. So let's create a correspondent ticket first. In our case, this name is corresponding toe the tools we're going to use. Let's open it, then said, Ah, do you date to yesterday? For example, let's set cost equal 100 and the assigned the issue using the rule which we created in the previous sidious. Close as you can already see from the board's view, our ticket is our dear Click on project settings, scroll down to project automation and the navigates to create rule Scroll down to select their scheduled trigger. Here we are. We need to elaborate on this trigger. First of all, the rules cannot be scheduled at intervals off less than five minutes. Secondly, I recommend studying their Cron expressions for extremely customized filters. Let's follow this link. For instance. You can set a trigger or quarter past 8 a.m. On the second Friday off every month and plenty of other examples We returned to our project. Then we can narrow our rule execution toe only issues with their past deadlines that can be done using Jackie L, which we discussed in three years. Readers go to the documentation about the jeer acquiree language search for GQ, Elle and the Open J K L Fields here search for do you. As we're interested in a due date, we can seem supported function and the operators here also the given examples come in handy coming back to them. Automation page and ah, tied do space. Less space, No, on break. It's then validated inquiry grades. We already see our our do issue here. You can even click on it and the opens a ticket from the issue. Navigator Good. Open our automation, Deb and the finish creating the trigger. Its remaining on Lee to modify a fixed date off every from 0 to 1 and save the trigger. Now let's select a new action and choose comment on the issue from here. We need to work closely with smart valleys to make our comment more specific. Let's greet our assignment first. Open our Jared the communication about smart values. S U wants to display the A Sinus name, such through name Great, Let you this smart volume. Then let's inform him that in one week this invoice will occur additional costs in order to find the day in one week. Let's go back to the smart values. Let's go to the general and the time issue. Let's use this common and the modified according to our religion and finally perform some month function, which you can study injera recommendation as well. In our case, it looks like go back to the smart values. So more smart values month expressions and here what we're looking for. However, in our case, we have a special customized field cost and increase on 15%. All right, let's say the rule and tried out turn it on and nice things about this trigger is that you can just run it immediately from the automation page and don't need to wait until the scheduled kick in. All right, come back to our project and open our ticket. Great. Our assigning is notified. It was the last exercise example off this course. Take your time to watch it again and studies the documentation. Thank you for watching and good luck with your projects.