Objectives
In this section, we will amend the workflow associated with the Task issue type so that it will trigger the lookup automation to populate the stakeholders.
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We will add a 4 post functions
Lookup the Data Owner with Application and update back to the triggering issue’s Data Owner
Lookup the Data Owner with the Application and update back to the triggering issue’s Assignee
Lookup the System Owner with Application and update back to the triggering issue’s System Owner
Lookup the System Admin with Application and update back to the triggering issue’s System Admin
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When the issue is created, it will use the Application field to lookup the stakeholders
Data Owner - the person in charge of reviewing whether the person has authority to access the data in the application
System Owner - the person in charge of the application
System Admin - the System admin who is responsible for granting the access
The request will be assigned to the Data Owner for approval
Once the Data Owner has approved, it will be routed to the System Owner for approval
After the System Owner has approved, it will be assigned to the System Admin to process the request
When the System Admin has completed the task, the request goes to the Completed status
During the workflow, it is possible to cancel or reject the request
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Click on the Add post function link
Select Lookup Manager: Update Issue Field and click on the Add button
Select Application as the Source Field(s) since we are using the that field in the Service Desk request to perform the lookup
Select APPMAPPING project as the Lookup Project Key since that it stores the mapping between the Application field and the other stakeholder user picker fields (Data Owner, System Owner, System Admin)
Select Application in the Search Field(s) as it is the field in the Lookup Project to be matched with the Source Field(s)
Select Data Owner for the Matching Field because we will use its value
Select Data Owner for the Destination Field because we will use the value from step 6 to update back into the Data Owner field in the triggering issue
Click on the Add button
The Post Function is added successfully
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Unlike Jira Server/DC, the post function functions for Jira Cloud are executed asynchronously. Thus it is not possible to add a post function to copy the value of the Data Owner to the Assignee. However, it is possible to use a Lookup post function to update the Assignee directly.
Click on the Add post function link
Select Lookup Manager: Update Issue Field and click on the Add button
Select Application as the Source Field(s) since we are using the that field in the Service Desk request to perform the lookup
Select APPMAPPING project as the Lookup Project Key since that it stores the mapping between the Application field and the other stakeholder user picker fields (Data Owner, System Owner, System Admin)
Select Application in the Search Field(s) as it is the field in the Lookup Project to be matched with the Source Field(s)
Select Data Owner for the Matching Field because we will use its value
Select Assignee for the Destination Field because we will use the value from step 6 to update back into the Assignee field in the triggering issue
Click on the Add button
The Post Function is added successfully
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Click on the link of the workflow name
Click on the Diagram tab to go into diagram mode
Click on the Data Owner Review status
Click on the Configure link in the box on the right
Select the options for the fields and then click on the Create button
Get approvers from field: Data Owner
If approved, transition status to: Data Owner Approved
If declined, transition status to: Data Owner DeniedssDenied
When you are done, you can click on the Publish Draft link at the top to save the workflow
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