Update references after applying a space policy

Once you have resolved and replaced conflicting fields and statuses, Jira automatically updates work items, layouts, and standard workflows. However, some secondary references aren't updated automatically and require manual review.

Automatic and manual updates

Before you begin updating references, review what Jira handled automatically and what requires your attention.

Update references after migrating a field

When you migrate an old field to one that’s available in all spaces:

• What Jira updates: Work item data is moved to the new field, field placement in work item layouts is preserved, and standard saved filters are updated to reference the new field ID.

• What you need to update: Automation rules, workflow conditions/validators, board-level custom JQL, formula calculations, forms, and webhooks.

Update automation rules

Automation rules that trigger on, check, or edit the old field need to be updated to target the new field.

1. Next to your space’s name in the sidebar, select More actions (), then Space settings.

2. Select Automation.

   1. If you’re a Jira admin, you can go to Site settings by selecting Settings (), then System, then Global automation.

3. Open the rule that references the old field.

4. Check the following components:

   • Triggers: Ensure Field value changed triggers are listening to the new field.

   • Conditions: Update Work item fields condition or Advanced compare condition blocks to check the new field.

   • Actions: Update Edit work item or Set field value actions to write to the new field.

5. Save and publish each rule.

Update workflow rules

Workflow transitions that use conditions, validators, or post functions based on the old field must be re-pointed to a field that’s available in all spaces.

1. Next to your space’s name in the sidebar, select More actions (), then Space settings.

2. Select Workflows.

3. Select Edit workflow next to the workflow associated with the old field.

4. Select each transition that uses the field and review:

   • Conditions: (e.g., Field Value Condition, Hide transition from user if field is empty).

   • Validators: (e.g., Field Required Validator, Field Changed Validator).

   • Post functions: (e.g., Update Work Item Field, Copy value from another field).

5. Update the rule configuration to select the new field.

6. Publish the draft workflow.

Update board filter JQL and quick filters

While Jira updates saved filters, custom JQL configured directly inside board settings (such as sub-filters, quick filters, card colors, or swimlanes) must be updated manually.

1. Navigate to your board and select More actions (), then select Board settings.

2. Check and update the following tabs:

   • Card colors: Update any JQL queries referencing the old field name or ID.

   • Swimlanes: Update custom JQL queries based on the field.

   • Custom filters: Re-point any search queries to the new field.

   • Sub-filter (Kanban boards): If your Kanban board uses a custom sub-filter referencing the old field, update the JQL query.

Update formula fields

If you use custom formula fields that reference the old field in their syntax:

1. Select Settings (), then Work items.

2. Select Fields.

3. Locate any formula fields that use the old field in calculations.

4. Update the formula expression with the new field identifier.

5. Save your changes.

Check forms and request types

If you use Jira Forms or Jira Service Management request forms:

1. From your space navigation, select Forms.

2. Open any forms where the migrated field was used.

3. Verify that form fields are properly mapped to the new field.

4. Save and publish changes.

Review webhooks and external integrations

If external tools or scripts query Jira via REST API or listen to webhook payloads:

1. Select Settings (), then System.

2. Select Webhooks.

3. Check whether any webhook JQL filters reference the old field.

4. If external systems consume webhook payloads or sync field values by custom field ID (e.g., customfield_10001), update those third-party configurations with the new field ID.

Update references after migrating a status

When you migrate an old status to one that’s available in all spaces on your Jira site, Jira automatically updates some items while others require manual updates.

• What Jira updates: All work items are transitioned to the new status, the status is replaced in your workflow diagrams, and board columns are remapped.

• What you need to update: Saved filters, search queries, automation rules, board sub-filters, card colors, dashboard gadgets, and webhooks.

Update saved filters and JQL queries

Any saved search or filter referencing the old status name (e.g., status = "In Triage") must be updated to reference the new status name.

1. In the sidebar, select Filters, then select View all filters.

2. Search for filters owned by you or shared across your organization that filter by the old status.

3. Edit the search query to replace the old status name with the new status name:

   • Old: project = "ENG" AND status = "Dev In Progress"

   • New: project = "ENG" AND status = "In Progress"

4. Select Save.

Update automation rules

Automation rules that evaluate or change work item status must be updated to reference the new status.

1. Next to your space’s name in the sidebar, select More actions (), then Space settings.

2. Select Automation.

   1. If you’re a Jira admin, you can go to Site settings by selecting Settings (), then System, then Global automation.

3. Look for rules containing:

   • Triggers: Work item transitioned (check From status and To status dropdowns).

   • Conditions: Work item fields condition checking the Status field.

   • Actions: Transition work item (ensure the destination status matches the new status).

4. Update each component to reference the new status and publish the rule.

Update board quick filters, card colors, and swimlanes

1. Navigate to your board and select More actions (), then select Board settings.

2. Review the following tabs for JQL references to the old status:

   • Quick Filters: Update queries like status = "Old Status".

   • Card colors: Update status-based color coding rules.

   • Swimlanes: Update status-based swimlane queries.

   • Columns: Verify that the new status is mapped to the intended column.

Review dashboards and reporting gadgets

Dashboards containing charts, two-dimensional filter statistics, or sprint health gadgets often filter by specific statuses.

1. In the sidebar, select Dashboards, then open any relevant team dashboards.

2. Edit gadgets that filter by status (such as Filter Results, Pie Chart, or Created vs. Resolved gadgets) to ensure they reflect the new status.

3. Save each gadget.

Review webhooks and external integrations

1. Select Settings (), then System.

2. Select Webhooks.

3. Update any webhook JQL filters that specifically listen for transitions into or out of the old status name.

4. Notify downstream integration owners (e.g., CI/CD pipelines, Slack notifications, or BI tools) if they track work item transitions based on status names.