Get More From Atlassian with Jira Automation

More than 50,000 businesses across the world use Jira. It is not an exaggeration to say that many software development and testing teams spend a good chunk of their work hours interacting with Jira tools and applications. 

It has become an industry standard and is used for a wide range of project management activities and tasks with general features and high specialty add-on features from the Atlassian marketplace. But are you sure you are using the Atlassian suite to its fullest?

Why use Jira Automation?

Despite the success track that Jira has presented, people often find themselves frustrated as they use Jira. The wide range of features, while unquestionably powerful, also add a layer of complexity and can make it a little challenging to use Jira effectively. 

It allows customizations to a great degree, allowing for various types of roles, issues, user groups, permission schemes, workflow statuses, transitions, and so on that can be overwhelming to keep track of.

Jira is a tool that works on the scale of the whole organization. It can streamline the various work processes from different teams and skill sets from product development scrum teams, Human Resources, to Marketing teams. 

But when multiple entities start using the tool, manual workflows may not always be the best way to go about it.

Automating workflows in Jira can avoid confusion, streamline the work processes across departments effectively and ensure error-free workflow updates for every sprint. It helps you in multiple ways.

Reduced Errors

It reduces errors and can help you achieve a zero error condition. Automation also becomes a lot easier to track Jira issues and find the exact cause of an error.

Better Collaboration

It helps improve connectivity across your various departments, software tools and helps maintain a consistent work culture.

Improved Productivity 

Less time with manual workflow tracking means more time for product innovation and development. This automation helps boost your productivity. Everything happens smoothly without having to wait on manual approvals and data updates.

Optimized Workflows

Automation also helps eliminate redundancy within your work processes and thus makes them more optimized and cost-effective.

Multi-tasking

With the help of automation, you can quickly run multiple work processes without fearing a chaotic workplace. For example, onboarding employees, doing surveys, approving reimbursements, processing payroll can all be done simultaneously without errors.

How to Get Started with Jira Automation

 As it has been well established that automation does wonders for your project productivity, let us also give you a quick guide on how to get started with it. Automation is a predefined set of instructions that you set up, executed when certain conditions are met.

An automated process always works according to the automation rules you set and the steps you have defined. It does not deter from the programming and ensures consistent results at all times. So, setting up automation requires a good understanding of the following key concepts:

  • Rules
  • Triggers
  • Conditions
  • Actions
  • Branching /Related
  • Smart values
  • Rule actor
  • Rule status
  • Audit log

Key Features of Jira Automation

Rules 

Rules are the criteria you will configure, which will be used to execute automations. And each rule is made up of three components. You can customize rules depending on your workflows and issue types.

Triggers 

Triggers are the events that set off automation. For instance, if you are automating release management, you can set a new issue addition to start an approval or development process. 

Jira will listen in on the trigger events and run the corresponding automation. Triggers can also be set based on a schedule or customized based on your particular use case. The available triggers are:

  • Field value changed
  • Issue created
  • Issue commented
  • Issue transitioned.
  • Conditions

Conditions

Conditions allow you to specify the specific parameters that must be met before the automation can proceed. For instance, you can set your automaton to start only if the issue change is a high priority. 

Or you may have to check for related issues and start sub-tasks for each of the associated issues for the parent issue raised. The available conditions are:

  • Compare conditions
  • If /else
  • Issue field condition
  • Related issues
  • JQL condition
  • User condition
  • Actions

Actions

Actions are the tasks carried out through automation. It can be anything from sending a notification, updating a field value, editing issues, creating more related tasks, and so on.

The available actions include:

  • Create issue
  • Transition issue
  • Email notification
  • Edit issue
  • Lookup issue
  • Branching /Related

As you start working with Jira software as a part of Atlassian services in real-time, you will observe that issues rarely come in isolation. Much of the issues and work artifacts will have some dependency or relate to some other issue. 

Branching

Branching conditions are special conditions that allow you to check for such related problems and ensure that all related issues are well taken care of.

Smart Values 

Smart values are used in Jira as a way to access and manipulate data across the tool easily. For instance, the value {{issue.summary}} gives you the overview of the issue and can be used in any appropriate place as required.

Rule Actor 

Rule actor refers to the user who executes a rule. Only users or assignees with the appropriate authorization and permissions can trigger the rules.

Rule Status 

Rule status could have any of the following three values indicating the current status of the rule:

  • Enabled- Rule active and currently in use
  • Disabled – Rule currently not in use
  • Draft – Rule with unpublished edits

Audit Log 

The audit log keeps track of all the operations associated with a rule, including the trigger events, final results, and all actions performed. It lets you get a good picture of what happens during the automation process and allows you to preview and debug your rules.

How Coyote Creek Can Help You Get Started

Suppose you are running a project with complex infrastructure. In that case, it is good to seek out a partner to get the most from their Atlassian tools, particularly as they determine which processes to automate. 

Start automating now to save on all the productivity benefits and improved cost savings Jira automation can bring for your project. Rather than starting from scratch and going a trial-and-error way, seeking the help of experts will save you not only time but also money spent on all the experimentations.

You also get better insights and knowledge into how best to use Atlassian for your future projects. Choosing an expert partner allows you to automate with no-code and minimize all repetitive tasks effectively.

Coyote Creek is an Atlassian Platinum Solution partner. In addition to migrations and Atlassian licensing, we also do co-termination to optimize the best pricing. We evaluate your existing infrastructure to understand and recommend the best automation roadmap, tools and environments to meet your goals today and as you grow. Contact us to learn more.