Copy users in a project role to a multi-user picker field using Automation

Summary

If you wish to take the list of users associated with a project role, and have those users selected in a multi-user picker field, you can copy them into the field using a Jira automation rule.

Solution

Prerequisites and setup steps

• Create a custom field of type User Picker (multiple users) and add it to the screens associated with the required issue types

  • Make a note of the custom field ID to use in the automation rule

• Get the ID of the required project role using the REST API endpoint Get all project roles

• Configure and save an API token to be used in this rule

• Encode the above API token along with the associated email in base64 per our guide

Let's assume 10002 is the ID assigned to the Administrators project role, and the requirement is to update the user picker custom field with the associated users. Our rule will only run in a single project, though you can run it as a global rule if you prefer.

Create the automation rule

1. Navigate to your project, select Project settings > Automation > Create rule

2. Trigger: Manual

   • You can choose any other triggers based on your requirements

3. Action - Send web request: Update the fields as below

   • Web request URL: https://<your_site>.atlassian.net/rest/api/3/project/{{projectid}}/role/10002

   • HTTP method: GET

   • Web request body: Empty

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

   • Headers:

     • Content-Type: Application/JSON

     • Authorization: <base64_API_credentials>

4. Action - Edit work item: Choose More Options to edit the issue through Advanced field editing

   • Add the below JSON:

   • { "fields": { "customfield_xxxxx": [ {{#webResponse.body.actors.actorUser}} { "accountId": "{{accountId}}" } {{^last}},{{/last}} {{/webResponse.body.actors.actorUser}} ] } }

Note: replace customfield_xxxxx with the correct value associated with your multi user picker custom field.