Every 15 minutes
Create Jira onboarding tickets from a new-hire sheet
When HR adds a new hire to the sheet, Jira tickets for their accounts and equipment are created and the ticket keys appear in the row.
- Runs
- Every 15 minutes
- Apps
- Google Sheets, Jira
- AI
- Not needed
- Access
- Sheets read+write; Jira create issues
Send this to your assistant
Create a ClickRuntime automation: every 15 minutes, check my New hires sheet for rows without tickets; create Jira tasks in IT for accounts and laptop for each, write the keys back to the row, and email me.
First time? Adding ClickRuntime to your assistant takes about two minutes.
Why use it
Why teams use this automation
HR at a growing company tracks upcoming hires in a Google Sheet, and IT works from Jira. Every week someone forgets to tell IT about a new starter, and a person arrives on Monday with no laptop and no login.
Creating the IT tickets as soon as HR adds a row removes the hand-off that keeps failing. HR keeps using the sheet they like, IT sees the work in Jira with the start date, and the keys in the sheet show HR it is in hand.
What you get out of it
IT hears about every hire
A row in the sheet is enough. Nobody needs to remember to email IT.
HR can see progress
Ticket keys appear in the row. HR can check the status without asking.
Due dates follow start dates
Each ticket is due before the start date. IT can plan the week ahead.
One set of tickets per hire
Rows that already have keys are skipped. No duplicates when the sheet is edited.
How it works
What happens, step by step
Every 15 minutes, ClickRuntime reads your New hires sheet.
It finds rows that have a name and start date but no ticket keys.
For each new hire, it creates Jira tasks for accounts and equipment, due before the start date.
The ticket keys are written back into the row, so it is not handled again.
You get an email listing the new hires and their tickets.
Before it runs live
- Connect your Google Sheets account and pick the spreadsheets it may use
- Connect Jira
What you get
Build your own
Need it to work differently?
Your own rules
Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.
Any number of apps
One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.
AI where it helps
Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.
On a schedule or on each event
Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.
Changes you can ask for
- Act only on the items that match your own rules, and skip the rest
- Add an AI step, for example to summarize, sort or draft a reply
- Add another app, for example also send it to Slack
- Combine it with other Google Sheets and Jira steps into one automation
Under the hood
The code that runs this automation
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_trigger, credentials, http, notify, report_fetched
JIRA, SITE = "https://api.atlassian.com/ex/jira/your-cloud-id", "https://acme.atlassian.net/browse/"
adf = lambda text: {"type": "doc", "version": 1, "content": [{"type": "paragraph", "content": [{"type": "text", "text": text}]}]}
def jira(method, path, **kw):
resp = http.request(method, JIRA + path, headers={"Authorization": f"Bearer {credentials.connection('jira', 'work')}", "Accept": "application/json"}, **kw)
return resp.raise_for_status() or (resp.json() if resp.content else None)
SHEET_ID, TASKS = "your-spreadsheet-id", ["Create accounts", "Prepare laptop"]
@on_trigger
def run(event):
values = build("sheets", "v4", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False).spreadsheets().values()
rows = values.get(spreadsheetId=SHEET_ID, range="New hires!A2:D").execute().get("values", [])
todo = [(i, r) for i, r in enumerate(rows, start=2) if len(r) >= 3 and (len(r) < 4 or not r[3])]
report_fetched(len(todo))
if not todo:
return {"hires": 0}
done = []
for i, (name, start, team, *_) in todo:
keys = [jira("POST", "/rest/api/3/issue", json={"fields": {"project": {"key": "IT"}, "issuetype": {"name": "Task"},
"summary": f"{task} for {name} ({team})", "duedate": start, "description": adf(f"New hire starting {start} in {team}")}})["key"] for task in TASKS]
values.update(spreadsheetId=SHEET_ID, range=f"New hires!D{i}", valueInputOption="RAW", body={"values": [[", ".join(keys)]]}).execute()
done.append(f"{name} ({start}): {', '.join(keys)}")
notify.email_me(f"Onboarding tickets for {len(done)} new hires", "\n".join(done))
return {"hires": len(done)}FAQ
Common questions
Which columns does the sheet need?
Can the tasks depend on the role?
What if a start date changes?
What permissions does it need?
Does it need AI?
How many runs does it use?
Can I change how it works?
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