Need help with Jira Automation for expiry date reminders

[Aleksandra Sobusiak]

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! 😊

[Duc Thang TRAN · Accepted solution]

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

[Alan Bruce · Accepted solution]

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

[Davit Mkrtchyan - Be On Time]

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.