Lesson 6 August 2nd 2023

Lesson 6 Summary - AI Meeting Notes 

We have covered the following topics:

Homework Revision: The instructor planned to send out a recording for site-to-site comparison.

Jira Automation: The instructor introduced Jira automation, explaining its benefits and how it works. They went through different triggers and conditions that can be used in automation rules. They also discussed the pros and cons of using automation versus workflows.

Exercise on Automation: To help understand how Jira automation works, the group did an exercise together where they tried to automate five different actions using Jira automation rules. One of these actions was automatically assigning an issue when it is transitioned to a specific status like Q&A or any other status assigned by users or groups in their project.

Jira Groups: The meeting discussed the importance of exploring what juror groups signify and how to perform actions seamlessly. It was mentioned that different Jira groups can be defined based on professions or logic, such as team or vertical teams. However, there is a limitation in assigning it to the entire group, but this can be overcome by creating a team and assigning people to it through a separate field.

Automation Rules: The meeting covered automation rules and their components. It was explained that rules can be set up for specific projects or globally across an instance. The audit log feature was highlighted as useful for tracking rule execution success/failure and duration time. Templates were also mentioned as pre-existing commonly used templates available for reuse.

Service Level Agreement Tracking: The meeting discussed using automation rules for service level agreement tracking, such as notifying admin teams when issues remain unresolved after a certain period of time has passed since creation date. An example scenario was given where an email notification would be sent if an issue's due date is approaching within one day.

Issue Assignment: The meeting went over how to assign issues when transitioning them into different statuses using Jira automation tools like specifying users in custom fields rather than the assigning field itself. A step-by-step process on setting up global transition rules with scope options (all projects vs specific project) was provided along with examples of execution types like "assignee" or "workful."

Issue Automation: The meeting discussed the functionality of issue automation in Jira. The participants talked about triggers, conditions, and actions that can be used to automate tasks such as label updates and status transitions. They also highlighted the importance of saving rules immediately after creating them to avoid losing progress. 

Label Updates: One of the actions that can be automated using Jira is label updates. Participants discussed how labels can be added or removed based on specific triggers or conditions such as transitioning an issue to a certain status.

Status Transition: Another action that was discussed during the meeting was automating status transitions in Jira. Participants talked about how issues could automatically move from one column to another when assigned to a particular person or team.

Troubleshooting Issues: During the meeting, participants encountered some issues while testing their automation rules in Jira. They shared their experiences with troubleshooting these problems by checking audit logs and validating queries for accuracy before publishing them.

Multiple Assignees: During the meeting, it was discussed that Jira only supports one assignee field. However, a workaround to select multiple users is by creating a custom field and associating it with all screens. This solution can be useful but requires setting up multiple assignments in every window.

Manual Triggers: The meeting also covered how to set up manual triggers for automation in Jira. This feature allows users to run actions manually instead of relying on automatic triggers such as issue assignment or status transition.

Notification Emails: Another topic discussed was sending notification emails when approaching due dates using Jira automation or workflow transitions. Users can customize the email content and include details such as issue summary and key.

Troubleshooting Automation Errors: The meeting touched upon troubleshooting errors that may occur when setting up automation through Jira API for Juror Automation. It was suggested that understanding development concepts could help solve issues more efficiently.

Scheduled Actions: The team discussed the logic behind scheduled actions and how to set them up in Jira. They also recommended using pre-existing templates rather than creating complex ones, especially for those who are not Jira admins.

Slack Integration: The team explored the benefits of integrating Slack with Jira, such as targeted notifications through channels or personnel instead of emails that can get lost in the system. They also discussed how to set up and modify notifications based on different types of actions.

User Groups: The team reviewed user groups in Jira and their usefulness for managing users' permissions and access levels within a project. They accessed user management settings from the gear icon on their dashboard to explore this feature further. 

Pop-up Blocker Issue: One of the participants reported an issue with a pop-up blocker and asked for assistance. However, no solution was provided during the meeting. 

User Management: The group discussed user management in Jira and how to add users to different groups. They also talked about default groups such as software user access, administer user software users, and site ads. The main use case for creating groups is to manage product access and define whether a user is a regular juror user or an admin.

Creating Groups: Participants were instructed on how to create new groups in Jira by going through the gear button, selecting "user management," then opening the page that displays all users. They were encouraged to keep their group names consistent using a specific naming convention.

Project Roles: The group discussed project roles in Jira and how they can be used globally across projects by associating them with specific actions within project permissions settings. Best practices include reviewing/updating group memberships regularly, documenting each group's purpose/usage, keeping it simple but updated regularly.