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This Automation rule example describes how to create a Projectrak list field whose options will be the Jira instance groups.

0. Create the Projectrak List field

First of all, it's necessary to create the Projectrak “List (multiple select)” field from the Projectrak Field manager.

Set the “Set value ID different than name“ option and enter a sample option but disabled.

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In this example, the id is “433066”.

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1. Create an Automation rule

Go to: Settings \ System \ Global Automation, and create a new rule.

You can also go there with a direct link, just replacing <your_instance> with yours:
https://<your_instance>.atlassian.net/jira/settings/automation

2 . Rule step: configure a trigger

Create a new trigger → Scheduled

• Select the basic section

• Choose your specific time: in this example every day at 06:00 AM

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3. Rule steps: get the Projectrak authorization token and store it in a variable

Add to the rule the last 2 steps described in this link: https://deiser-apps.atlassian.net/wiki/spaces/PROJECTRAKCLOUD/pages/1641490/How+to+create+a+Projectrak+authorization+in+Automation+for+Jira?src=search

• “6. Get the Projectrak JWT”

• “7. Store the JWT in a variable“

4. Rule step: get the Projectrak list field options

Add component → New action → Send web request

• Web request URL: https://profields-cloud.deiser.com/items/fields/<list_field_id>?size=<max_items>

• HTTP method: GET

• Web request body: Empty

• Check: Delay execution of subsequent rule actions until we've received a response for this web request.

• Headers:

  • Content-Type: application/json

  • Authorization: Bearer {{projectrakJwt}}

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5. Rule step: store the list field option custom ids in a variable

Add component → New Action → Create variable

• Variable name: projectrakFieldOptionCustomIds

• Smart value:  {{webResponse.body.values.customId.asJsonStringArray}}

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6. Rule step: generate a base64 authentication string for Jira

Open a Linux terminal and execute this command:

echo -n JIRA_USER_EMAIL:JIRA_API_TOKEN | base64

* For Windows powershell, please refer this link.

Copy the result string, please.

7. Rule step: get all Jira projects

Add component → New action → Send web request

• Web request URL: https://<your_instance>.atlassian.net/rest/api/3/groups/picker

• HTTP method: GET

• Web request body: Empty

• Check: Delay execution of subsequent rule actions until we've received a response for this web request.

• Headers:

  • Content-Type: application/json

  • Authorization: Basic <Jira base64 authentication string>

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8. Rule step: iterate each Jira group

Add component → New branch → Advanced branching

• Smart value: {{webResponse.body.groups}}

• Variable name: jiraGroup

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9. Rule step: check if the Jira group is already in the Projectrak list field options

Add component → New condition → Advanced compare condition

• First value: {{projectrakFieldOptionCustomIds}}

• Condition: does not contains

• Second value: {{jiraGroup.groupId}}

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10. Rule step: create a new option in the Projectrak list field

Add component → New action → Send a web request

• Web request URL: https://profields-cloud.deiser.com/items/fields/<status_field_id>

• HTTP method: POST

• Web request body: Custom data

• Custom data: {{projectrakOfftrackStatusId}} is the item ID of status field from Projectrak

{
  "value": "{{jiraGroup.name}}",
  "enabled": true,
  "customId": "{{jiraGroup.groupId}}"
}

• Headers:

  • Content-Type: application/json

  • Authorization: Bearer {{projectrakJwt}}  

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And that’s all folks!