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Maximize automation flexibility with Scheduled Actions on demand


Undoubtedly, there are ample automations that Jira administrators want to run at regular intervals. And that's why Jira Misc Workflow Extensions (JMWE) introduced Scheduled Actions last year, enabling Jira admins to run post functions using JQL queries.

But what about those one-off instances when you need to perform an action in Jira and possibly repeat it at irregular intervals? 

JMWE just added the ability to disable Scheduled Actions yet still allow you to run the actions on demand.

Once you set up an action using a JQL query in Scheduled Actions, you can disable it by toggling it off and still use the "run now" option at any time.

 Here are two examples of how to put this feature to work:

1. Scheduled Actions "run now" can apply new updates to older issues and existing projects

When you set up a new automation for existing projects, for example, with an Event-based Action that copies the Fix version of an issue to its subtasks when the Fix version is updated, how do you update all subtasks of older issues? Since the event-based automation is triggered based on a field update, older issues (including closed issues) will not be updated unless another change is made. 

Now you can run a manual action to copy the Fix version of existing issues to their subtasks, which will include older issues. But keep in mind that you can only do this for 1,000 issues at a time.

2. Scheduled Actions "run now" is your go-to bulk change option for issues with dynamic fields

Use the "run now" option in Scheduled Actions instead of Jira's native Bulk Change tool when you need to make dynamic changes to an existing issue.

For instance, copy the due date of all epics to their related stories. With different due dates on each epic, using Bulk Change would require addressing this epic by epic.Or similarly, copy the Fix version/s field value of an existing issue to related subtasks.

Another example is to create subtasks for already-existing issues. Suppose you set up a new automation inside your Jira workflow to generate new subtasks when an issue is created. Or you added a subtask creation to an already existing automation. This change will apply to all issues created going forward, but you can use Scheduled Actions "run now" to add that subtask to already existing open issues.

Basically, any time an automation is being set up on an existing project, you can see if any prior issues need fixing, and use Scheduled Actions to update them. With the ability to create a Scheduled Action and disable any time-bound processing, you can run these on-demand actions to edit epic/issue fields or trigger any other JMWE post function(s).

Check out our previous blog post for more details on Scheduled Actions.

Also released this month, the Create Issue(s) post function can now automatically copy all fields from the current issue to the new issue(s), or copy only those fields that appear on the Create screen of the new issue(s). Additionally, JMWE conditions and validators are now evaluated as the app user ("Jira Misc Workflow Extensions") rather than the current user, providing access to all fields from all issues.
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Wednesday, 05 October 2022

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