Introduction

When discussing automation in Atlassian environments, we refer to automation that supports users' workflows, day-to-day work, and assistance for Jira admins in their daily tasks. Why is automation in Jira so vital? We aim to provide Jira users with an efficient work environment by minimizing manual steps and supporting processes requested by product managers and other key stakeholders. For instance, when a product manager creates an Epic in Jira, they expect tasks to be automatically generated for development and QA. These new issues should be linked to the Epic, have the Epic's summary copied to them, and be assigned to the relevant employees, and those employees should receive email updates. This scenario exemplifies how automation can streamline tasks and enhance efficiency. Today, various tools are available for automating tasks within the Atlassian ecosystem, especially in Jira. Let's delve into some of these options.

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Jira automation rules

Jira automation rules are the foremost method for automating processes in Jira. Currently, they are included at no extra charge with Jira Cloud and Data Center installations.

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History:

Code Barrel, the company responsible for the "Automation for Jira" app (previously known as "Automation for Jira - by Code Barrel"), was established by two ex-Atlassian employees, Nick Menere and Andreas Knecht. They developed the Automation for Jira app to introduce advanced automation features within Jira.

"Automation for Jira" offers a user-friendly "no-code" solution that can be configured with just a few clicks. By mechanizing your processes and workflows, you can eliminate manual and repetitive tasks, allowing you and your team to concentrate on more meaningful work. Code Barrel introduced Automation for Jira in 2016. Since its debut, the app has received extensive enhancements, refining its automation capabilities for Jira users.

In 2019 Atlassian acquired Code Barrel, a maker of Automation for Jira

And migrate it into the Jira core.

"Automation for Jira" is now integrated into Jira Software Data Center 9.0 and Jira Service Management Data Center 5.0. If you are using one of these versions or a later one, there's no need to download the app separately; its features are already embedded in Jira. Access it through Project Settings > Automation.

For those on earlier Data Center versions, you can obtain and use the app for free here: Automation for Jira for Data Center installation.

Server customers with a pre-existing "Automation for Jira" license can renew this license up until February 15, 2024. Learn more.

Also, consider examining the differences between Automation in Jira Server and Jira Cloud.

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Benefits & Example

Jira automation is a powerful tool streamlining your workflow by automating common requests. With Jira automation, you can set up custom rules and triggers to perform tasks, such as assigning issues, updating fields, and sending notifications. This feature is included with Jira Cloud and Data Center, so there's no additional cost. Using Jira automation saves time, reduces errors, and improves team efficiency. By automating routine tasks, your team can focus on more complex work.

Atlassian provides ready-to-use template rules. You can implement a new automation rule in Jira within minutes. Before creating a custom rule, check the template library; the rule you need might already be there.

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One of the highlights of Jira automation is its accessibility to non-coders. With Jira's 'no-code' approach, crafting custom rules for your projects is a breeze. This enables you to automate mundane tasks, saving time and boosting efficiency without the need to code.

Automation rules consist of three components: triggers that initiate the rule, conditions that refine it, and actions that execute tasks. These triggers, conditions, and actions form the core of automation. By merging these elements, you can devise rules ranging from auto-closing outdated issues to alerting specific teams upon a release.

For instance, a rule could be set such that when a version is released, all related issues with that fixed version transition to the DONE status.

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Limitations

In the Cloud version of Jira, there's a monthly cap on the number of rule executions based on your licensing plan. This is an essential consideration when contemplating using Jira automation, especially if you're planning to automate across multiple Jira projects. The specific limitations vary depending on the licensing plan:

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Remember, once you reach the monthly limitations, the automation will not run until the start of the next month.

However, Atlassian announced a change in how they count automation executions and the monthly limit. Check out the new packaging model announced by Atlassian on 14 September 2023, effective 1 November 2023.

This model includes changes in automation counting for Jira and other Atlassian products, such as Jira Service Management and Jira Work Management. It's important to note that Atlassian changed how they count monthly automations, not just the number of times an automation can run. If you're considering using automations in the cloud, I suggest reading the announcement to ensure your plan fits the allowed number of monthly automations.

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While the number of executions is a significant limit, there are other constraints to consider. For instance, a rule cannot have more than 65 components, including conditions, branches, and actions. See the Automation service limits to ensure your automation doesn't exceed any of these boundaries.

Explore jira-cloud plans to learn more about the differences between the suggested plans and the pricing differences.

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Automations by apps

Regarding advanced automation, Jira automation might not always meet your needs. In such scenarios, writing code may be necessary for a tailored solution. This is especially relevant for complex or unique requirements that Jira automation can't handle alone.

In these situations, you can turn to apps that can craft advanced automations through code. Let's review a few options.

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Scriptrunner for Jira

ScriptRunner for Jira, developed by Adaptavist, is a popular app for Jira automation. Since its release in 2007, it has become widely used among Jira users. The app allows Jira admins to automate tasks, design custom scripts, and enhance their Jira instances.

If you're using Jira Data Center, consider the free course: Introduction to ScriptRunner for Jira Data Center/Server. For cloud users, there's ScriptRunner for Jira Cloud for Beginners and ScriptRunner for Jira Cloud for Intermediate Users.

The courses, video-based and provided by Adaptavist, are invaluable. ScriptRunner offers many capabilities, and some can be complex, making training beneficial.

To use ScriptRunner effectively, coding knowledge is necessary, mainly in Groovy. If you're familiar with languages like Python, picking up Groovy shouldn't be too challenging.

Adaptavist provides documentation to help with Groovy. See Introduction to Groovy if you need a refresher.

If you are a starter with Groovy, see this short video to get started

Write Hello World Program in Jira | Groovy

Before creating your scripts, it's recommended to explore Adaptavist's library, which includes hundreds of scripts, each with an overview and usage guide.

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See an example below:

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If this fits your needs you can add it to your library as is.

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Add the script as is to your library, or copy the script and use it your own way.

Scriptrunner for Jira provides more tools to leverage Jira automation, such as Script Listeners, Workflow Extensions, Behaviors, and more.

Making changes using Scriptrunner is considered an advanced configuration change. Therefore, it is recommended to use DevOps tools like Salto to manage the configuration and script changes. Salto allows you to search, compare, test, deploy, and track changes across your environments. It supports configuration and script changes made by Scriptrunner.

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Power Scripts - Jira Workflow Automation

Another app for Jira automation is Power Scripts - Jira Workflow Automation, developed by Appfire. This app offers a Jira scripting solution for deeper automation, customization, and integration. Check out Getting started to learn about this app.

Power Scripts lets you create custom scripts in Jira using SIL (Simple Issue Language). SIL is a scripting language that's easy to learn, even without prior programming experience. With Power Scripts, you can automate workflows, customize Jira functions, and boost team productivity. Its interface is user-friendly, allowing non-technical users to make scripts. You can use pre-made templates or craft scripts from scratch for more specific needs. Additionally, Power Scripts includes many built-in functions and APIs for crafting detailed scripts, enabling tasks like updating issues, making custom fields, and sending notifications.

The SIL editor is where you develop scripts. It has text editing features like syntax highlighting, autocomplete, and source file management. For scripts in virtual directories, the SIL editor provides the functionality of SIL.

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Command line automation

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Another method for automating tasks in Jira is the Command Line Interface (CLI).

There are multiple reasons why a CLI might be favored over scripting languages like Groovy for certain tasks. Here are some considerations:

1. Interactivity and Real-Time Feedback: CLIs enable direct system interaction, allowing for on-the-spot adjustments.
2. Efficiency for Adept Users: Skilled CLI users can often complete tasks more rapidly due to its concise nature.
3. Resource Efficiency: CLIs typically use less memory than scripts, ideal for environments with limited resources.
4. Automation and Batch Processing: CLIs excel in task automation and batch processing, often more so than running individual Python scripts for each job.
5. Server Management and Remote Access: CLIs are crucial for server interactions, particularly in remote settings without graphical interfaces.
6. Portability Across Platforms: CLI commands often transition smoother across varied operating systems than Python scripts, which might need specific setups.
7. Script Versioning and Source Control: Using tools like Git, CLI commands can be versioned and managed, simplifying change tracking and teamwork.
8. Reduced Overhead: With fewer graphical components, CLIs usually execute faster and consume fewer resources.
9. Specialized Tools and Environments: Some tasks might have dedicated CLI tools or environments, which can be more efficient than crafting a custom Python script.
10. Seamless Tool Integration: CLIs can integrate effortlessly with other command-line tools, ensuring a fluid workflow with multiple systems.

One of the most popular apps that provide CLI support for Jira is Jira Command Line Interface (CLI).

Created by Appfire, the Jira Command Line Interface (CLI) encompasses a suite of tools that offer extensive automation possibilities for Atlassian and other software. Whether it's basic tasks or intricate application management challenges, the CLI equips administrators with advanced functionalities for efficiency. However, diving into the CLI can be daunting due to its many actions and requisite conditions. It's wise to begin with simpler tasks, progressively delving into its advanced features. This approach helps in acquainting oneself with the tool before facing a business challenge demanding immediate resolution.

For a comprehensive understanding, peruse the Jira Command Line Interface User Guide.

To illustrate a basic CLI usage:

Suppose you want to add a specific user to a designated group. Here's the syntax in a standard bash shell on Linux, employing the addUserToGroup command:

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For each command line, you can explore examples and more useful information.

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Explore the CLI examples to see all commands, with useful examples and additional information.

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Summary

Performing automation is one of the primary responsibilities of Jira administrators. Atlassian provides Jira automation rules by default. However, in complex scenarios, you might need to use an app that extends automation capabilities and enables you to add advanced automation through scripts. Writing scripts and performing advanced automation and configuration can be crucial to managing Jira efficiently.

Explore Atlassian Marketplace to find more apps that can support your automation requests.