Automation rule that sends an email reminder Xdays before the Renewal Date

[Kirti Rajput]

How can I configure Jira Automation (company-managed) to trigger email reminders when a license renewal date is approaching—e.g., 30 days before, and then follow-up reminders every 3 days until the issue is renewed/closed?

[Rik de Valk _Brainboss_]

Hi @Kirti Rajput , 

Can you explain more about the licenses? Do you support a license management process in this Jira project and do you have some date field in your work items that contain a license expiry date? Or are you referring to the licenses of your Jira (or other Atlassian products)? 

Kind regards, 

Rik 

[Kirti Rajput]

I’m referring to license/subscription renewals that we track within this Jira project (vendor/customer licenses). Yes, we maintain a Renewal/Expiry date field in the work items (e.g., Due date / Renewal Date), and we want automation to send reminder emails as the date approaches. 

[Fatma Uzundemir from The Starware]

Hi  @Kirti Rajput  👋🏻 

As mentioned above, it is possible to handle this requirement using Automation Rules. However, depending on different license types and varying reminder schedules, the management can become increasingly complex over time.

If you are open to using 3rd party apps, I would like to recommend the “Reminders” app.

With Reminders,  

⏰ You can easily create daily, weekly, instant, or relative reminders based on date fields such as date assigned. You can also configure these reminders to repeat on an hourly, daily, weekly, monthly, or yearly basis (e.g., every 3 days), making them fully recurring if needed.

⏰ In addition, you can send reminders to specific users, groups, or keep them private. Notifications are automatically delivered to the users’ registered email addresses in the system, so no manual action is required.

⏰ Another useful feature is the My Reminders page, where you can view all your reminders in one place, including both active and inactive ones.

 

🍀 To learn more, feel free to contact me or explore the application through the Atlassian Marketplace link I’ve provided. 🍀

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Disclaimer:I work for the vendor who developed this application.

[Trudy Claspill]

Hello @Kirti Rajput 

That could be done with Automation Rules. Are you familiar with that feature?

https://support.atlassian.com/cloud-automation/docs/jira-cloud-automation/

You could have a Scheduled Automation Rule that runs daily and executes a JQL to select work items where the date is 90 days in the future. The rule would include a Send Customized Email  action to send an email for each such work item found.

You could have a second Scheduled Automation Rule that runs daily and executes a JQL to select work items where the date is 3 or more days in the past. To send an email only every 3 days for you would need to get the difference between the current date and the date from the work item. You would then use the Modulo operator to see if the modulo of dividing the difference by 3 is 0. If it is, the difference between the current date and the work item date is evening divisible by 3 and an email should be send.

[Bill Sheboy]

Hi @Kirti Rajput 

Just following up to check if the suggestion from @Trudy Claspill answered your question.  If so, please consider marking this one as "answered".  That will help others with a similar need find solutions faster.  If not, please let the community know what help you need with the rule changes.

Thanks!

Kind regards,
Bill

[Igor Medeiros - Modus Create]

Hi @Kirti Rajput

Adding to what Trudy sent, the scheduled-rule + modulo approach works, but it gets brittle if you need different cadences per license type.

Our app Notification Assistant for Jira has Date/Time triggers tied to a custom field. You point it at your Renewal Date, set offsets like 30/14/3 days before, and choose recipients from a user picker, group, or hardcoded address. Recurring reminders are built in without modulo math.