Intermediate
How to set up basic automations on Jira
Quick Answer
Set up Jira automations by navigating to Project Settings > Automation, then creating rules with triggers, conditions, and actions. Common automations include auto-assigning issues, sending notifications, and transitioning issues based on specific criteria.
Prerequisites
- Jira administrator or project administrator permissions
- Basic understanding of Jira workflows and issue types
- Knowledge of your project's business processes
- Access to Jira Cloud or Server instance
1
Access the Automation Settings
Navigate to your Jira project and click on Project Settings in the left sidebar. Then select Automation from the menu. If you don't see this option, ensure you have the necessary administrator permissions for the project.
Tip
Global automations can be accessed through the gear icon > System > Global automation for site-wide rules.
2
Create a New Automation Rule
Click the Create rule button in the top-right corner of the automation page. You'll be presented with a template gallery. For basic automations, select Custom rule or choose from pre-built templates like Auto-assign issues or Send notification.
Tip
Start with templates if you're new to automation - they provide good examples of rule structure.
3
Configure the Trigger
Select a trigger that will start your automation. Common triggers include:
- Issue created - runs when a new issue is created
- Issue transitioned - runs when issue status changes
- Field value changed - runs when specific fields are updated
- Scheduled - runs at specified times
Tip
Choose triggers carefully as they determine when your automation runs and can impact system performance.
4
Add Conditions (Optional)
Click Add condition to specify when the automation should run. Popular conditions include:
- Issue fields condition - check specific field values
- Project condition - limit to certain projects
- User condition - check who performed the action
Tip
Conditions help prevent automations from running unnecessarily and can improve performance.
5
Configure the Action
Click Add action to define what happens when the trigger fires and conditions are met. Common actions include:
- Assign issue - automatically assign to users or groups
- Transition issue - move issues through workflow states
- Edit issue - update field values
- Send email - notify stakeholders
Tip
You can add multiple actions to a single rule to perform several tasks at once.
6
Name and Enable the Rule
Give your automation rule a descriptive name in the Rule name field at the top of the page. Add an optional description explaining what the rule does. Ensure the Enable rule toggle is turned on, then click Turn it on to activate the automation.
Tip
Use clear, descriptive names for your rules to make them easier to manage as your automation library grows.
7
Test Your Automation
Create a test issue or perform the action that should trigger your automation. Monitor the Audit log in the automation settings to verify the rule executed correctly. Check that the expected actions occurred, such as field updates or email notifications being sent.
Tip
Always test automations in a non-production environment first, or use specific test conditions to avoid affecting real work.
8
Monitor and Maintain Rules
Regularly review your automation rules in the Automation section. Check the Audit log for execution history and any errors. Use the Statistics to see how often rules are triggered. Disable or modify rules that aren't working as expected using the Actions menu next to each rule.
Tip
Set up email notifications for rule failures to stay informed about automation issues.
Troubleshooting
Automation rule is not triggering
Check that the rule is enabled and verify the trigger conditions are being met. Review the Audit log for any error messages and ensure you have the correct permissions for the fields and actions used in the rule.
Rule is triggering too frequently
Add more specific conditions to limit when the rule runs. Consider using Field value changed triggers instead of broader triggers, and add conditions to check field values or user permissions.
Actions are not executing properly
Verify that the user account running the automation has the necessary permissions to perform the actions. Check field configurations and ensure required fields are properly set in your Edit issue actions.
Email notifications are not being sent
Confirm email addresses are valid and users have email notifications enabled in their profiles. Check your Jira mail server configuration in System Settings and verify the Send email action is properly configured with valid recipients.
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