Hi everyone,I need help creating a Jira Automation rule for expiry reminders in my Proposals project.I have:Issue type: LicencesCustom date field: Data ważności DR (customfield_10986)I need notifications sent to:AssigneeReporterAccount ManagerReminder schedule:4 weeks before expiration3 weeks before2 weeks before1 week before1 day beforeAfter the expiration date, Jira should send daily reminders until the issue status changes to:Closed WonClosed Lost.Thanks in advance for your help! 😊

Hello @Aleksandra Sobusiak I suggest this approach TriggerScheduled trigger running once per day with JQL : project = "Proposals" AND issuetype = "Licences" AND status NOT IN ("Closed Won", "Closed Lost") AND cf[10986] IS NOT EMPTY Conditions - If / Else with Work item fields condition and time frame If Data ważności DR equal 4 weeks from now Else 3 weeks Else, 2 weeks Else 1 weeks , Else 1 day Else advance condition ; {{now.isAfter(customfield_10986)}} equal true You can also use jql condition like cf[10986] = startofday(21) for 3 weeks etcc ActionSend an email notification to user picker field Assignee Reporter Account Manage Hope this can help

This is one way that should work for you but please test it out.Scheduled Automation - Run dailyStart date -> todayNever endsOccurence -> 1 Days at 6am+ Add conditionWork item fields condtionIssue Type equals LicensesStatus condition -> look for the proper status do that it only runs against an active status vs a closed statusNext Component - If: Add a conditionIF or ELSE: Add condition options+ Add conditionField -> Data ważności DR Condition -> equalsClick the 'Timeframe' tab4 -> Weeks -> From nowAdd componentTHEN: Add an actionSend customized emailconfigure emailHover over the previously created 'If: matches' box and then click the 'Copy' iconEdit the newly created 'Else-If: matches' Conditionchange 4 weeks to 3 weeks Repeat above step for 2 weeks, 1 week, 1 dayHover over the previously created 'If: matches' box and then click the 'Copy' iconEdit the newly created 'Else-If: matches' ConditionLeave Field as Data ważności DRchange Condition to 'is after'click the 'Field' tab and select the 'Data ważności DR' cusom fieldClick + Add conditionField - > StatusCondition -> is not one ofValue -> Won, Lostupdate the Then: Send customized email You could use JQL to find these as well.I would only add myself to the email for now and then test this out on a test ticket by adding a condition that is specific to the test ticket. You can manually kick off a 'Scheduled trigger' automation by clicking the 3 dot menu in the top right corner next to 'Return to rules' and then select 'Run Rule'.Hope that helps

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Need help with Jira Automation for expiry date reminders

Need help with Jira Automation for expiry date reminders

Hi everyone,

I need help creating a Jira Automation rule for expiry reminders in my Proposals project.

I have:

Issue type: Licences
Custom date field: Data ważności DR (customfield_10986)

I need notifications sent to:

Assignee
Reporter
Account Manager

Reminder schedule:

4 weeks before expiration
3 weeks before
2 weeks before
1 week before
1 day before

After the expiration date, Jira should send daily reminders until the issue status changes to:

Closed Won
Closed Lost.

Thanks in advance for your help! 😊

3 answers

2 accepted

2 votes

Answer accepted

Hello @Aleksandra Sobusiak

I suggest this approach

Trigger
Scheduled trigger running once per day with JQL :

project = "Proposals" AND issuetype = "Licences" AND status NOT IN ("Closed Won", "Closed Lost") AND cf[10986] IS NOT EMPTY

Conditions - If / Else with Work item fields condition and time frame

If Data ważności DR equal 4 weeks from now
Else 3 weeks
Else, 2 weeks
Else 1 weeks ,
Else 1 day
Else advance condition ; {{now.isAfter(customfield_10986)}} equal true

You can also use jql condition like cf[10986] = startofday(21) for 3 weeks etcc

Action
Send an email notification to user picker field

Assignee
Reporter
Account Manage

Hope this can help

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Comment

2 votes

Answer accepted

This is one way that should work for you but please test it out.

Scheduled Automation - Run daily
- Start date -> today
- Never ends
- Occurence -> 1 Days at 6am
- + Add condition
  - Work item fields condtion
  - Issue Type equals Licenses
  - Status condition -> look for the proper status do that it only runs against an active status vs a closed status
Next Component - If: Add a condition
- IF or ELSE: Add condition options
- + Add condition
  - Field -> Data ważności DR
  - Condition -> equals
  - Click the 'Timeframe' tab
  - 4 -> Weeks -> From now
Add component
- THEN: Add an action
  - Send customized email
  - configure email
Hover over the previously created 'If: matches' box and then click the 'Copy' icon
- Edit the newly created 'Else-If: matches' Condition
  - change 4 weeks to 3 weeks
Repeat above step for 2 weeks, 1 week, 1 day
Hover over the previously created 'If: matches' box and then click the 'Copy' icon
- Edit the newly created 'Else-If: matches' Condition
  - Leave Field as Data ważności DR
  - change Condition to 'is after'
  - click the 'Field' tab and select the 'Data ważności DR' cusom field
  - Click + Add condition
    - Field - > Status
    - Condition -> is not one of
    - Value -> Won, Lost
  - update the Then: Send customized email

You could use JQL to find these as well.

I would only add myself to the email for now and then test this out on a test ticket by adding a condition that is specific to the test ticket. You can manually kick off a 'Scheduled trigger' automation by clicking the 3 dot menu in the top right corner next to 'Return to rules' and then select 'Run Rule'.

Hope that helps

You must be a registered user to add a comment. If you've already registered, sign in. Otherwise, register and sign in.

Comment

1 vote

Hi Aleksandra @Aleksandra Sobusiak -

Both approaches above are solid and will work. One thing worth flagging before you
build it out as a single rule with 5-6 branches: Jira automation rules have a limit
on the total number of components (trigger + conditions + actions) - 65 in one
rule. With 6 branches (4wk, 3wk, 2wk, 1wk, 1day, post-expiry) each running a
condition plus an email action to three recipients, you can get closer to that
limit than it looks, especially if you ever add more intervals later.

If you want to sidestep that entirely, splitting into 6 separate scheduled rules -
one per interval, each with its own simple JQL and one email action - is a bit more
setup up front, but each rule stays small, and the Audit log for a single-purpose
rule is much easier to debug than tracing which branch fired inside one big rule.

Either way, Alan's @Alan Bruce tip about manually running the rule on a test ticket first is
the right way to validate the timeframe conditions before it goes live on real
Licences issues.

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Need help with Jira Automation for expiry date reminders

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