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How trigger custom email with PDF file attached base on user field update?

Shah Baloch

We have a Human Resource Jira project with multiple components, one is "New Hire". There is also a custom user field "User Account", once the hiring process is completed someone adds the new hire user id in that field and adds the start date.

We would like to send a custom email with a PDF file about the onboarding to the new hires once the user account field gets completed. At the same time would like to send another email to the Helpdesk to let them know what day new employees join and what technology need for them.

The logic is if the component value is "New Hire", the issue is unresolved and the "User Account" field is not empty then trigger an email to that user who mentioned in the user account field also send a separate email to the helpdesk and include new employee start date

How can trigger an email with a pdf attachment when the user account field gets updated?

Accepted answers

Ram Kumar Aravindakshan _Adaptavist_

Hi @Shah Baloch

You could try using ScriptRunner's Listener and use the Custom Listener option for your requirement.

Below is a sample code for your reference:-

import com.atlassian.jira.component.ComponentAccessor
import com.atlassian.jira.mail.Email
import com.atlassian.jira.user.ApplicationUser
import groovy.xml.MarkupBuilder
import org.apache.commons.io.FileUtils

import javax.mail.internet.MimeBodyPart
import javax.mail.internet.MimeMultipart

def issue = event.issue

def customFieldManager = ComponentAccessor.customFieldManager
def attachmentManager = ComponentAccessor.attachmentManager

def userPicker = customFieldManager.getCustomFieldObjectsByName('User Account').first()
def userPickerValue = issue.getCustomFieldValue(userPicker) as ApplicationUser
def attachments = attachmentManager.getAttachments(issue)

final def jiraResourcesPath = '/media/ram/Linux_Disk_Space/atlassian/application-data/jira8/data/attachments'
final def project = issue.projectObject
final def projectKey = project.key
final def issueKey  = issue.key
final def recipientEmail = userPickerValue.emailAddress
final def destinationPath = '/tmp'
final def subject = 'This is a test mail'

def emailBody = new StringWriter()
def html = new MarkupBuilder(emailBody)

html.html {
    body {
        h1  'New Employee'
        h2  'Sample Content For Testing Purposes'
    }
}

def latestAttachment = attachments.findAll {
    it.filename.endsWith('.pdf')
}.sort { it.created }.last()


def fileName = latestAttachment.id
def filePath = "${jiraResourcesPath}/${projectKey}/10000/${issueKey}".toString()
def oldFile = new File("${filePath}/${fileName}")
def dest = new File("${destinationPath}/${userPickerValue.displayName}.pdf")
FileUtils.copyFile(oldFile, dest)
creatMessage(recipientEmail, subject, emailBody.toString(), "${dest.canonicalPath}")
FileUtils.forceDelete(dest)


static creatMessage(String to, String subject, String content, String filename) {
    def mailServerManager = ComponentAccessor.mailServerManager
    def mailServer = mailServerManager.defaultSMTPMailServer

def multipart = new MimeMultipart()
    def body = new MimeBodyPart()
    def mailAttachment = new MimeBodyPart()

    body.setContent(content, 'text/html; charset=utf-8')
    mailAttachment.attachFile(new File(filename))

    multipart.addBodyPart(body)
    multipart.addBodyPart(mailAttachment)

    def email = new Email(to)
    email.setSubject(subject)
    email.setMultipart(multipart)
    email.setMimeType("text/html")

    def threadClassLoader = Thread.currentThread().contextClassLoader
    Thread.currentThread().contextClassLoader = mailServer.class.classLoader
    mailServer.send(email)
    Thread.currentThread().contextClassLoader = threadClassLoader
}

Please note the working sample code above is not 100% exact to your environment. Hence, you will need to make the required modifications.

Below is a print screen of the Listener configuration:-

If you observe in the print screen, the set event is the Issue Created event. Hence, when the Issue is created and the pdf attachment is added, it will be added to the email and the pdf file is renamed to the recipient's name.

Below is an example email output for your reference:-

I hope this helps to solve your question.

Thank you and Kind Regards,

Ram

All comments

Ram Kumar Aravindakshan _Adaptavist_

Hi @Shah Baloch

You could try using ScriptRunner's Listener and use the Custom Listener option for your requirement.

Below is a sample code for your reference:-

import com.atlassian.jira.component.ComponentAccessor
import com.atlassian.jira.mail.Email
import com.atlassian.jira.user.ApplicationUser
import groovy.xml.MarkupBuilder
import org.apache.commons.io.FileUtils

import javax.mail.internet.MimeBodyPart
import javax.mail.internet.MimeMultipart

def issue = event.issue

def customFieldManager = ComponentAccessor.customFieldManager
def attachmentManager = ComponentAccessor.attachmentManager

def userPicker = customFieldManager.getCustomFieldObjectsByName('User Account').first()
def userPickerValue = issue.getCustomFieldValue(userPicker) as ApplicationUser
def attachments = attachmentManager.getAttachments(issue)

final def jiraResourcesPath = '/media/ram/Linux_Disk_Space/atlassian/application-data/jira8/data/attachments'
final def project = issue.projectObject
final def projectKey = project.key
final def issueKey  = issue.key
final def recipientEmail = userPickerValue.emailAddress
final def destinationPath = '/tmp'
final def subject = 'This is a test mail'

def emailBody = new StringWriter()
def html = new MarkupBuilder(emailBody)

html.html {
    body {
        h1  'New Employee'
        h2  'Sample Content For Testing Purposes'
    }
}

def latestAttachment = attachments.findAll {
    it.filename.endsWith('.pdf')
}.sort { it.created }.last()


def fileName = latestAttachment.id
def filePath = "${jiraResourcesPath}/${projectKey}/10000/${issueKey}".toString()
def oldFile = new File("${filePath}/${fileName}")
def dest = new File("${destinationPath}/${userPickerValue.displayName}.pdf")
FileUtils.copyFile(oldFile, dest)
creatMessage(recipientEmail, subject, emailBody.toString(), "${dest.canonicalPath}")
FileUtils.forceDelete(dest)


static creatMessage(String to, String subject, String content, String filename) {
    def mailServerManager = ComponentAccessor.mailServerManager
    def mailServer = mailServerManager.defaultSMTPMailServer

def multipart = new MimeMultipart()
    def body = new MimeBodyPart()
    def mailAttachment = new MimeBodyPart()

    body.setContent(content, 'text/html; charset=utf-8')
    mailAttachment.attachFile(new File(filename))

    multipart.addBodyPart(body)
    multipart.addBodyPart(mailAttachment)

    def email = new Email(to)
    email.setSubject(subject)
    email.setMultipart(multipart)
    email.setMimeType("text/html")

    def threadClassLoader = Thread.currentThread().contextClassLoader
    Thread.currentThread().contextClassLoader = mailServer.class.classLoader
    mailServer.send(email)
    Thread.currentThread().contextClassLoader = threadClassLoader
}

Please note the working sample code above is not 100% exact to your environment. Hence, you will need to make the required modifications.

Below is a print screen of the Listener configuration:-

Below is an example email output for your reference:-

I hope this helps to solve your question.

Thank you and Kind Regards,

Ram

Shah Baloch

Thank you @Ram Kumar Aravindakshan _Adaptavist_ I tried your script, but it didn't send an email to the user mentioned in the "User Account" field. I saw an error in the log. Any idea why I'm getting errors?

2022-01-21 09:58:22,339 ERROR [runner.AbstractScriptListener]: ************************************************************************************* 2022-01-21 09:58:22,347 ERROR [runner.AbstractScriptListener]: Script function failed on event: com.atlassian.jira.event.issue.IssueEvent, file: null java.util.NoSuchElementException: Cannot access last() element from an empty List at Script267.run(Script267.groovy:37)

and

2022-01-21 12:03:40,200 ERROR [runner.AbstractScriptListener]: ************************************************************************************* 2022-01-21 12:03:40,200 ERROR [runner.AbstractScriptListener]: Script function failed on event: com.atlassian.jira.event.issue.IssueEvent, file: null java.lang.NullPointerException: Cannot get property 'emailAddress' on null object at Script267.run(Script267.groovy:23)

Thank you

Ram Kumar Aravindakshan _Adaptavist_

Hi @Shah Baloch

As mentioned in my comment:-

Please note the working sample code above is not 100% exact to your environment. Hence, you will need to make the required modifications.

You will need to modify the names of the fields that you are using according to your environment.

The main parameters that you will need to modify are:-

def userPicker = customFieldManager.getCustomFieldObjectsByName('User Account').first()
...
final def jiraResourcesPath = '/media/ram/Linux_Disk_Space/atlassian/application-data/jira8/data/attachments'
...
final def destinationPath = '/tmp'
...
final def subject = 'This is a test mail'

For the user picker, i.e. userPicker, you will need to update the field's name according to your environment.

For the jiraResourcePath, you will need to modify the path according to your environment.

Also, for the destinationPath, you will need to modify the path where you want to copy the file to.

Could you please share a print screen of your Create screen and include the user picker you are using?

If you have not made any changes to the code, the error appears to be coming from this line.

def latestAttachment = attachments.findAll {
    it.filename.endsWith('.pdf')
}.sort { it.created }.last()

Could you please check if you have added the attachment to the ticket when you are creating the ticket?

Thank you and Kind Regards,

Ram

Shah Baloch

@Ram Kumar Aravindakshan _Adaptavist_thank you. I forgot to update "JiraResourcePath". I updated the path and it worked.

Is there a way to keep a generic pdf file in the source location and get attached to the email whenever a user gets added in the "User Account" field? I mean attaching files to every issue will cause space issues in the future, also it issues creator can forget to attach the file.

For example, I copy the NewHire.pdf file to the attachment source location, and once the user field gets updated and the file should get attached with the email that sends to a new hire.

Thank you for your help.

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