Auto-assigning Approvers according to the manager of reporter

Automation rules in Jira Cloud can enhance efficiency and productivity by automating repetitive tasks, streamlining workflows, and minimizing manual errors. One beneficial use case of utilizing custom fields created by User Profiles for Jira Cloud would be to automatically assign approvers based on the reporter's manager. This automated process ensures that the appropriate approver is assigned to a Jira issue without any manual effort.

If the auto-assigning action has to take place during issue creation, it cannot be accomplished by setting up an automation rule with a trigger “Issue created”. The reasoning behind this is that during the creation of a Jira issue the values of custom fields created through User Profiles for Jira application are empty. These values will be updated once the issue is created.

 Instructions

To have the assigning process of Approvers field automated you could follow these steps:

1. Create a custom field that fetches the manager of the reporter

   1. Start by creating a custom field with Manager as a Microsoft user attribute and Reporter as a reference user field . Follow https://communardo-products.atlassian.net/l/cp/6z0k0ZUf for more details on how to create the desired custom field.

2. Define the trigger condition

   1. The trigger condition needed to be defined for this automation rule is “Field value changed”. The automation rule should monitor for changes in the created custom field.

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      Image 1: ‘Field value changed’ condition

3. Define the condition

   1. If the case is that you need the auto-assigning process to take place directly after a Jira issue is created you can use conditions that would limit the automation rule to run only on the created Jira issues within a certain period of time, for example: less than one minute ago.

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      Image 2: Limit the automation rule for newly created Jira issues

4. Define the actions to be taken

   1. Once the trigger condition is met, the automation rule should take the appropriate actions. In this case, the automation rule should set the approvers value to be the manager of the reporter. For this is used smart value {{custom_field_name}} or {{custom_field_id}}.

The article outlines how to automate approver assignment in Jira Cloud using custom fields and automation rules. It includes instructions for setting up the rule, but notes that auto-assignment during issue creation cannot be achieved using the "Issue created" trigger.