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. 

[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.