Projectrak as action - Populate status based on Project End Date

This example describes the automatic change of the project status to “Off track”, if the project end date is over and the project has unresolved issues.

0. Get the Projectrak Status field id

First of all, it's necessary to obtain the Projectrak “Status” and “End date” field ids from the Projectrak Field manager.

In the following example, the ids are 42288 for the status field and 42286 for the end date field.

Open

Open

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 case every day at 06:00 AM

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: How to create a Projectrak authorization in Automation for Jira

• “6. Get the Projectrak JWT”

• “7. Store the JWT in a variable“

4. Rule step: get the “Off track” value id, from the Projectrak Status field

Add component → New action → Send web request

• Web request URL: https://profields-cloud.deiser.com/items/fields/<status_field_id>?query=Off track

• Headers:

  • Content-Type: application/json

  • Authorization: Bearer {{projectrakJwt}}

• HTTP method: GET

• Web request body: Empty

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

5. Rule step: store the Status id in a variable

Add component → New Action → Create variable

• Variable name: projectrakOfftrackStatusId

• Smart value:  {{#webResponse.body.values}}{{id}}{{/}}

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

Open a Linux terminal and execute this command:

* 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/project

• Headers:

  • Content-Type: application/json

  • Authorization: Basic <Jira base64 authentication string>

• HTTP method: GET

• Web request body: Empty

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

8. Rule step: iterate each project

Add component → New branch → Advanced branching

• Smart value: {{webResponse.body}}

• Variable name: project

9. Rule step: get each project “end date” from Projectrak

Add component → New action → Send a web request

• Web request URL: https://profields-cloud.deiser.com/values/projects/{{project.id}}/fields/<endDate_field_id>

• Headers:

  • Content-Type: application/json

  • Authorization: Bearer {{projectrakJwt}}

• HTTP method: GET

• Web request body: Empty

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

• Check: Continue running the rule even if the request response is not successful (i.e. non-200 response)

10. Rule step: store the Projectrak field value in a variable

Add component → New action → Create variable

• Variable name: endDateValue

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

11. Rule step: check not empty project end-date

Add component → New condition → Advanced compare condition

• First value: {{endDateValue}}

• Condition: does not equal

• Second value: leave empty

12. Rule step: compare dates between the current date and end-date of Projectrak.

Add component → New condition → Advanced compare condition

• First value: {{endDateValue}}

• Condition: less than

• Second value: {{now.format("yyyy-MM-dd")}}

13. Rule step: get all unresolved project issues

Add component → New action → Lookup issues

• JQL: project={{project.id}} and resolution is empty

14. Rule step: compare the number of unresolved issues

Add component → New condition → Advanced compare condition

• First value: {{lookupIssues.size}}

• Condition: does not equal

• Second value: 0

15. Rule step: update project status field to “Off track”

Add component → New action → Send a web request

• Web request URL: https://profields-cloud.deiser.com/values/projects/{{project.id}}/fields/<status_field_id>

• Headers:

  • Content-Type: application/json

  • Authorization: Bearer {{projectrakJwt}}  

• HTTP method: POST

• Web request body: Custom data

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

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

• Check: Continue running the rule even if the request response is not successful (i.e. non-200 response)

And that’s all folks!