Need to automate sending an email with a list of items instead of an email for each item.

[Paul Rathgeb]

I have an automation that finds all incomplete, past due action items (aka "tasks"). I would like to send out a single email that lists all past due items. Right now an email is sent for each incomplete, past due task. I was playing with variables and lookup lists, but I simply can't figure out how to do this. Has anyone conquered this challenge?

Here's my current automation that sends an email for every incomplete, past due task:

1. Scheduled: Check at designated frequency.
2. Task Branch: Incomplete and past due.
3. If: where page parent id = ***
4. Then send email: {{task.body}}

I tried using "create a variable" and also "create a lookup table," but I was unable to figure out how to aggregate all the past due items into one email.

Any help would be greatly appreciated!

[Barbara Szczesniak · Accepted solution]

@Paul Rathgeb This feature was added to automation a few months ago. Check this article: https://community.atlassian.com/t5/Confluence-articles/New-batch-notifications-and-look-up-capabilities-%EF%B8%8F/ba-p/2757589 

[Paul Rathgeb]

Thank you Barbara. Between the doc you linked to, and the details on how Mustache works, I was able to figure it out. 

[Paul Rathgeb]

Hi Barbara,

I thought I solved it, but that was a false alarm. I followed the link and tried to reconstruct the automation for incomplete tasks, and it just isn't working. Here's what I've done:

1. Trigger: Scheduled to run every 5 minutes (for testing).

2. Task Branch: Where Status is incomplete AND Due date has passed 1 days.

3. Advanced Branching: Smart Value: {{lookupTasksPerAssignee}}; Variable Name: doneTasks.

• If Compare two values: If {{doneTasks.first().assignee.emailAddress}} does not equal Empty.
• Then: Send email: TO: {{doneTasks.first().assignee.emailAddress}}. Subject: Test. Content: {{#doneTasks}}{{body}}<br/>{{/}}

AUDIT LOG: "Some Errors": Advanced branching: "The provided smart value was unable to be resolved to an object."

It almost seems like the {{lookupTasksPerAssignee}} doesn't actually exist. What am I doing wrong?

Thanks!

Paul

[Barbara Szczesniak]

@Paul Rathgeb I don't have Premium, so I don't use the automation features. There is a recording of a training session that was done in June in this article: https://community.atlassian.com/t5/Confluence-articles/Earn-the-Automate-All-the-Things-community-kudos-badge/ba-p/2723994 

There have also been many articles and questions and responses related to automations in the community, so searching there may help you find what you're looking for. There is also a lot of documentation related to automation. The top-level page is here: https://support.atlassian.com/cloud-automation/docs/confluence-cloud-automation/ 

[Paul Rathgeb]

Thank you for your efforts!

[Paul Rathgeb]

For the benefit of anyone else following this communication: 

The information in this link shows a Task related smart values as {{lookupTasksPerAssignee}}. This is incorrect. The correct smart value is {{TasksPerAssignee}}.

[Samuel Gatica _ServiceRocket_ · Accepted solution]

Hi @Paul Rathgeb 

Step1: The first step in the automation is to use the new lookup issues action by adding a "component: new Action" and select "Lookup Issues". Inside the lookup issues construct, add the JQL query you need (e.g., Issuetype=Bug, Status = Open ...)

Step2: Send a simple email with the following in the body of the email:

List of issues:

{{#lookupIssues}}
<a>{{key}}</a>
{{/}}

The email provide a simple list:

TD-3099
TD-3064
TD-2970

I hope this helps!

Best regards

Sam

[Paul Rathgeb]

Thanks, Sam. I am using Confluence Cloud, and I don't see an option for "Lookup Issues" in it. Am I missing it somehow?

Thanks,

Paul

[Samuel Gatica _ServiceRocket_]

Hi @Paul Rathgeb 

I apologize for the oversight; I mistakenly read it as Jira.

Please take a look to this post

• Automation (Confluence): How to generate a list of pages and email the list?