Post-Meeting Automation

Post-Meeting Automation connects NASA to Jira Automation through webhooks. When a meeting ends, NASA sends structured data about each participant's items to your configured webhook URLs, triggering Jira Automation rules that create issues, sync comments, or run workflow transitions.

How Post-Meeting Automation Works

Post-Meeting Automation uses Jira Automation's Incoming Webhook trigger. You create a Jira Automation rule, copy the webhook URL and secret into NASA's Settings > Automation tab, and select which agenda question and item type should fire the rule. After each meeting ends, NASA sends a JSON payload for every participant who had matching items under that question. Rules execute in parallel.

The Automation tab in Settings lists all configured rules for the current stream, showing each rule's name, linked question, item type, active status, and last execution time.

Automation settings tab showing configured post-meeting rules

Setting Up a Post-Meeting Automation Rule

Step 1: Create a Jira Automation Rule

1. In your Jira project, go to Project Settings > Automation.

2. Click Create rule.

3. Select Incoming webhook as the trigger.

4. Copy the Webhook URL and Webhook Secret (you will need both in Step 2).

5. Add your automation actions (create issue, add comment, transition issue, etc.).

6. Enable and save the rule.

Step 2: Configure the Rule in NASA

1. Open NASA and select your stream.

2. Go to Settings > Automation.

3. Click Add Automation Rule.

4. Fill in the rule configuration form:

- Rule Name: A descriptive name (e.g., "Create Follow-Up Issues").
- Question: The agenda question whose items should trigger this rule.
- Item Type: Choose Text Item (for creating new issues from text) or Work Item (for updating existing Jira issues).
- Webhook URL: Paste the URL from Step 1. It must start with https://api-private.atlassian.com/automation/webhooks/.
- Webhook Secret: Paste the secret from Step 1.
- Notes (optional): Describe what the rule does.

1. Click Create Rule.

The rule configuration form collects the webhook connection details and maps the rule to a specific agenda question and item type.

Configuring a post-meeting automation rule with webhook URL and trigger conditions

Step 3: Test the Rule

1. Click the Test button next to the rule in the Automation tab.

2. NASA sends test data from the last available Team Journal to the webhook URL.

3. Check the Jira Automation audit log to verify the rule executed correctly.

Webhook Payloads

NASA sends different JSON payloads depending on whether the rule is configured for Text Items or Work Items.

Text Item Payload

When a rule targets Text Items, NASA sends the participant's text items with their concatenated comments:

• textItems: Array of text items from the meeting.

- summary: The item title.
- commentsConcat: All comments concatenated with newline separators.

• participant: Atlassian account ID of the meeting participant.

Work Item Payload

When a rule targets Work Items, NASA sends the Jira issue keys and per-issue comments:

• issues: Array of Jira issue keys discussed by the participant.

• data.participant: Atlassian account ID.

• data.comments: Map of issue keys to their meeting notes.

Smart Values Reference

Use these smart values in your Jira Automation rule actions to access NASA's webhook data:

Within a "For each: {{webhookData.textItems}}" branch, you can also use:

Use Case Examples

Create Follow-Up Issues from Text Items

Convert text items discussed during a meeting into Jira issues:

1. Create a Jira Automation rule with Incoming webhook trigger.

2. Add a For each: {{webhookData.textItems}} branch.

3. Add action: Create issue with summary {{currentTextItem.summary}} and description {{currentTextItem.commentsConcat}}.

4. Add action: Assign issue to {{webhookData.participant}}.

5. In NASA, add a rule on the relevant question with Item Type set to Text Item.

Sync Meeting Comments to Jira Issues

Add meeting notes as comments on the Jira issues that were discussed:

1. Create a Jira Automation rule with Incoming webhook trigger.

2. Add a For each: {{webhookData.issues}} branch.

3. Add action: Add comment with body {{webhookData.data.comments.get(issue.key)}}.

4. In NASA, add a rule on the relevant question with Item Type set to Work Item.

Transition Issues After Discussion

Move discussed issues to a new status (e.g., "In Review") after the meeting ends:

1. Create a Jira Automation rule with Incoming webhook trigger.

2. Add a For each: {{webhookData.issues}} branch.

3. Add action: Transition issue to your target status.

4. In NASA, add a rule on the relevant question with Item Type set to Work Item.

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Best Practices

• Start simple: Test with a single rule before building complex automation chains.

• Use descriptive names: Include the action and target in each rule name (e.g., "Create Issues from Sprint Review Items").

• Test before relying on rules: Use the Test button to validate webhook connections with real Team Journal data.

• Keep rules focused: One action per rule makes debugging easier.

• Avoid conflicting rules: Do not create multiple rules on the same question that modify the same issue fields. Rules execute in parallel and may produce unpredictable results. Combine related actions into a single Jira Automation rule with multiple actions instead.

• Monitor execution: Check the Jira Automation audit log regularly to catch failures early.

• Document your rules: Use the Notes field to describe what each rule does, so other team members understand the automation.

Troubleshooting

Webhook Not Receiving Data

1. Verify the webhook URL is exact (no extra spaces or characters).

2. Confirm the Jira Automation rule is enabled.

3. Use NASA's Test button to send test data.

4. Check the Jira Automation audit log for errors.

Smart Values Not Resolving

1. Verify the smart value syntax matches the payload structure for your item type (Text Item vs. Work Item).

2. When accessing issue-specific comments, use {{webhookData.data.comments.get(issue.key)}} inside a "For each: {{webhookData.issues}}" branch.

Rules Not Triggering After Meetings

1. Confirm the rule is set to Active (toggle in the Automation tab).

2. Check that the linked agenda question had items of the correct type during the meeting.

3. Verify the Jira Automation rule scope includes the target project.

Related Pages

• Meeting Settings

• Integration Features

• Team Journal

• Stream-Based Workflow

• Features