Archive attachments on close | SharePoint Connector for Jira - Cloud

TUTORIAL 6 OF 6 15 MIN INTERMEDIATE SPACE ADMIN

When you close a work item, its attachments move to its SharePoint folder and are removed from Jira. Your team works with attachments in Jira as usual, and SharePoint keeps them once the work is done.

This tutorial combines the branch from Copy attachments from new work items with the close trigger from Clean up empty folders, and hands the result to Jira’s own Delete attachments action.

What you’ll learn

Move attachments to SharePoint when work is done
Pass an upload result to a native Jira action
Remove only what reached SharePoint

Outcome: When you close a work item, its attachments are archived in its SharePoint folder and removed from Jira.

Before you start

Duplicate names: If a work item has two attachments with the same name, Jira removes both, but SharePoint keeps only the last one. Rename duplicates before closing the work item.

Rule at a glance

TRIGGER Work item transitioned to Done
ACTION Create SharePoint folder
BRANCH For each attachment in {{issue.attachment}}
- ACTION Upload Jira attachment to SharePoint
- ACTION Delete attachments

Step-by-step setup

1. Create the rule

Go to Space settings > Automation, then select Create flow. Choose Create from scratch.

2. Add the trigger

Select the Work item transitioned trigger and set To status to Done, or your own closing status.

3. Find or create the folder

Add the action Create SharePoint folder and fill in the fields.

Field	Value
Site	Your SharePoint site
Document library	Your document library
Folder path	Optional, for example, `Exchange`. The folder must already exist in the library.
Folder name	`{{issue.key}}`

Create SharePoint folder returns the existing folder if one exists, so work items without a folder get one now. Use the same folder path and name as in A SharePoint folder for every new work item. Then the folder is already connected. Otherwise, add Connect SharePoint item to work item with {{createdSharepointItem.folderUrl}} after this step so your team can find the files in the SharePoint panel.

4. Go through all attachments

Add Branch > Advanced branching and fill in the fields.

Field	Value
Smart value	`{{issue.attachment}}`
Variable name	`attachment`

The branch runs the next two steps once for each work item attachment.

5. Copy each attachment

Inside the branch, add the action Upload Jira attachment to SharePoint and fill in the fields.

Field	Value
Location	`{{createdSharepointItem.folderUrl}}`
Attachment name	`{{attachment.fileName}}`
Conflict behavior	Overwrite

Use Overwrite here. It keeps the file name in SharePoint identical to the name in Jira, so the next step removes the right attachment.

6. Remove it from Jira

Inside the branch, after the upload, add Jira’s action Delete attachments and fill in the field.

Field	Value
File name	`{{createdSharepointUpload.uploadedFileName}}`

Use the upload’s output instead of the Jira name. That way, you remove only files that actually reached SharePoint. If the upload fails, the rule stops before this step.

7. Turn it on

Name the rule, for example, Archive attachments, then turn it on.

Try it

Attach two files to a test work item and close it. Both files appear in the SharePoint folder and are gone from the work item’s attachments. If something doesn’t work, check the rule’s audit log.

Make it yours

Recipe	Change
FILTER Only certain file types	Inside the branch, before the upload, add a Smart values condition that only lets PDF files through. As First value, use `{{attachment.fileName.toLowerCase().endsWith(".pdf")}}`. Smart values condition for PDF files
STATUS Other closing statuses	Change To status, for example, to Cancelled, or select several statuses.
COPY Keep the files in Jira too	Remove step 6. The attachments are copied to SharePoint and stay on the work item.