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Explore two use cases demonstrating how automation can be applied to checklist item statuses. These scenarios are just examples. Feel free to create rules based on your specific needs.
Use Case 1: Email Notification for Incomplete Checklist Items in Done Issues
If you want to receive automatic notification when an issue is moved to the Done status without all checklist items being completed.
How to Create Rule
Select the Gear icon, and then select Issues.
On the left-side menu, select Custom fields.
In the search box, enter Closed checklist items.
In the search results, Closed checklist items will appear.
On the left side of the page, select three dots.
Hover the mouse over View field information, right-click, and then select Open link in new tab.
For future steps, you will need this custom field ID. Keep the page open to copy and paste the ID once you need it.
Return to the Custom field page, and then repeat all steps for Total number of checklist items.
For future steps, you will need this custom field ID. Keep the page open to copy and paste the ID once you need it.
Return to your project, and then select Project settings.
Select Automation.
Select Create rule.
Select Issue triggers, and then select Issue transitioned.
Select the required statuses, and then select Next.
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In our case, we selected the transition from the DONE and IN PROGRESS statuses to the DONE status. For your rule, you may select any statuses you want. |
Select IF: Add a condition.
Select JQL condition.
Enter the following query, and then select Save:
cf[ID] != 0
where ID is a custom field ID of the Total number of checklist items field (step 6).
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In our case, the query looks like cf[10056] != 0. You have to enter your custom field IDs. |
Select IF: Add a condition.
Select {{smart values}} condition.
In the First value* field, enter the ID of the Total number checklist items field in the following format:
{{customfield_ID}}
In the Second value field, enter the ID of the Closed checklist items field in the following format:
{{customfield_ID}}
In the Condition field, select does not equal.
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In our case, we’ve got the following condition: {{customfield_10056}} does not equal {{customfield_10055}}. |
Select Next.
Select THEN: Add an action.
Select Send email.
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Select any action you want to happen, when the rule is executed. In our case, it’s Send email. |
In the To* field, select the recipient(s).
In the Subject* field, enter the required email title.
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Your subject might be the following: Warning: The issue {{issue.key}} was moved to Done without completion. You can come up with any subject you’d like. |
In the Content* field, enter a short message.
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Your message might be the following: Please note that the issue {{issue.key}} has been moved to the Done status, even though not all checklist items are completed. You can come up with any message you’d like. |
Select Next.
Select Turn on rule.
Select the name for your rule, and then enter it into the corresponding field.
Select who can edit this rule, and then select Turn on rule.
| Tip |
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Your rule has been enabled. |
Use Case 2: Mark Issues as Done When All Checklist Items Are Completed
If you want an issue to be automatically moved to the Done status when all checklist items are completed.
How to Create Rule
Select the Gear icon, and then select Issues.
On the left-side menu, select Custom fields.
In the search box, enter Closed checklist item.
In the search results, Closed checklist item will appear.
On the left side of the page, select three dots.
Hover the mouse over View field information, right-click, and then select Open link in new tab.
For future steps, you will need this custom field ID. Keep the page open to copy and paste the ID once you need it.
Return to the Custom field page, and then repeat all steps for Total number of checklist items.
For future steps, you will need this custom field ID. Keep the page open to copy and paste the ID once you need it.
Return to your project, and then select Project settings.
Select Automation.
Select Create rule.
Select Issue triggers, and then select Issue updated.
Select Next.
Select IF: Add a condition.
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Select JQL condition.
Enter the following query, and then select Save:
cf[ID] != 0 AND cf[ID] != 0
where ID is a custom field ID you’ve got in steps 5 and 6.
| Info |
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In our case, the query looks like cf[10053] != 0 AND cf[10054] != 0. You have to enter your custom field IDs. |
Select IF: Add a condition.
Select {{smart values}} condition.
In the First value* and the Second value fields, enter the following values respectively:
{{customfield_ID}} where ID is the ID of the Total number checklist items field, and
{{customfield_ID}} where ID is the ID of the Closed checklist items field.
In the Condition field, select equals.
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In our case, the condition is the following: {{customfield_10056}} equals {{customfield_10055}}. |
Select Next.
Select THEN: Add an action.
Select Transition issue.
In the Destination status field, select DONE, and then select Next.
Select Turn on rule.
Select the name for your rule, and then enter it into the corresponding field.
Select who can edit this rule, and then select Turn on rule.
| Tip |
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Your rule has been enabled. |
