How to Create Meetings in Google Meet Whenever a New Specific Type of Ticket Is Created in YouTrack
IN THIS ARTICLE
We know that many companies use YouTrack to manage internal processes. It is common to see support and development teams tracking new bugs or even improvement requests through this application.
Many of these requests sometimes need to be investigated or discussed by the entire team and, therefore, it is necessary to schedule a meeting.
With this scenario in mind, with Albato it is possible to automate the creation of this meeting directly in Google Meet, in a simple way and in just a few steps.
See below how to create this flow.
Connecting the Apps We Will Use
The first step is to go to the Apps tab and connect YouTrack and Google Meet to Albato.
Click on Add a Connection and then search for the apps.
Follow the instructions that will appear on your screen until you see the message that the connection was successfully created.
How to Create Your Automation
Go to the Automations tab in Albato and then click on Add New Automation.
In the first step, click to add a trigger.
Select the YouTrack app and then the event New issue reported (Issue Created).
When adding this step, you will need to configure a webhook in YouTrack to monitor the tickets in your workspace. Click to copy the webhook value that will be generated.
In a new tab, open YouTrack and add the webhook inside your workflow.
Note: At this step, if you have any difficulty, check directly with YouTrack support so they can guide you on how to link the link generated in Albato (webhook) to the project with the tickets (issues) you want to monitor.
Once you have completed this step, click here to add a code step.
Select the Javascript option.
In this step, we will create a Javascript code so that we can define the desired meeting date.
Let's assume that meetings for this type of request should take place every Wednesday at 10:00 AM.
What our code will do is analyze the date when the automation ran and transform that date to the next Wednesday at 10:00 AM.
The code we will use is the following.
// Input
let Issuedatein = input.Issuedatein;
// Convert "YYYY-MM-DD HH:mm:ss" -> "YYYY-MM-DDTHH:mm:ss"
let formattedDate = Issuedatein.replace(" ", "T");
// Parse the date
let baseDate = new Date(formattedDate);
// Create a copy to calculate the next Wednesday
let nextWednesday = new Date(baseDate);
// 3 = Wednesday (0 = Sunday, 1 = Monday, ...)
let targetDay = 3;
let currentDay = nextWednesday.getDay();
// Calculate days to add
let daysToAdd = (targetDay - currentDay + 7) % 7;
// Ensure it's the NEXT Wednesday (not the same day)
if (daysToAdd === 0) {
daysToAdd = 7;
}
nextWednesday.setDate(nextWednesday.getDate() + daysToAdd);
// Set start time to 10:00 AM
let Meetdatestart = new Date(nextWednesday);
Meetdatestart.setHours(10, 0, 0, 0);
// Set end time to 11:00 AM
let Meetdateend = new Date(nextWednesday);
Meetdateend.setHours(11, 0, 0, 0);
// Outputs
output.Meetdatestart = Meetdatestart;
output.Meetdateend = Meetdateend;Note that we define the day as Wednesday and the time as 10:00 AM.
If you want to modify this date, just change the day, time and finally, the duration.
Paste this code into the Javascript step, in the Code section.
In Input (input fields), configure as follows, using the name Issuedatein and setting the system date and time as the value.
In Output (output fields), set Meetdatestart and Meetdateend.
Save this step and now click here to add a new action.
Select the Google Meet action Schedule meeting.
In the Meeting start time and Meeting end time fields, select the parameters generated in the Javascript step.
You can customize the event title and description with fixed data and information about the YouTrack ticket (issue), for example.
Finally, add the participants' emails, typing them manually, one by one and separated by commas, for example.
Just save this step.
Before activating the automation, let's click here to configure a filter.
Click to Add a Condition and define that the title of your ticket (issue) contains a specific value. You can write in the right field something that will appear in the title of that ticket in YouTrack and that indicates it should be handled in a meeting, for example: Meet, PROD, BUG.
Attention: This value will vary. You need to define what information people will include in the issue (ticket) title that can be used here. Make sure to enter it exactly as it will appear in the title, respecting spacing, accents, and uppercase and lowercase letters.
After configuring the filter, just activate the automation and everything will be ready to use.
Every time a ticket (issue) with this word in the title is created in YouTrack, a Google Meet event will be generated with the configured date and time. This will also send the meeting link to the participants.
Now you can automate your meeting scheduling with Albato. If you have any questions, contact our support via chat.
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