How to manage contracts renewal notifications

How to manage contracts in Jira to be able to get notified by email when there is a renewal coming soon ?

What we have so far :

New Schema for contracts created in Jira
- Contracts created inside the schema with name, description, type, renewal date and details

Automation created for email notification
- Smart values created that are linked to the contracts in assets (Name, Type, Renewal Date)
- Email action created to send an email (everyday at 9:00 AM)

(Tried to find a way to configure a "IF" to send the email only when needed)

What is missing or not working for us is :

The text format of the contracts, in email, (if multiple) is all on one line. Should be separated with date. (ex : ISP Canada | 30 Dec 2024)

Email are sent everyday no matter if they are contracts that are going to expire or not

3 answers

0 votes

Oh nice nice Antonie

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@Antoine Gervais -

Welcome to the community. Have you try to debug your rule by writing the results using "Log action" Action?

Can you provide how you construct your Send Email body in your "Send mail" action?

Here is a reference link on debugging automation rule - https://support.atlassian.com/cloud-automation/docs/debug-an-automation-rule/

Please advise, so we can assist you further.

Best, Joseph Chung Yin

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Hello Joseph,

Here is my email body content,

<!DOCTYPE html>
<html lang="en">
<head>
<meta charset="UTF-8">
<meta name="viewport" content="width=device-width, initial-scale=1.0">
<title>Service Renewal Reminder</title>
</head>
<body style="font-family: Arial, sans-serif; background-color: #f4f4f4; margin: 0; padding: 0;">
<table cellpadding="0" cellspacing="0" border="0" width="100%" style="max-width: 600px; margin: 0 auto; background-color: #ffffff;">
<tr>
<td style="padding: 20px;">
<h2 style="color: #333333; margin-top: 0; margin-bottom: 20px;">Service Renewal Reminder</h2>
<p style="color: #555555; line-height: 1.6;">This is a reminder that we have upcoming service contract renewals to address. Please review the relevant contracts at your earliest convenience.</p>

<p style="color: #555555; line-height: 1.6;">{{contractsName}}</p>

<p style="text-align: center; margin-top: 20px;">
<a href="MyURL" style="display: inline-block; background-color: #007BFF; color: white; padding: 10px 15px; text-decoration: none; border-radius: 5px;">See contracts in Jira</a>
</p>
</td>
</tr>
</table>
</body>
</html>

I will take a look at the link you sent,

Thank you.

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I was able to fix this issue :
"Email are sent everyday no matter if they are contracts that are going to expire or not"

By using the proper smart value comparison:

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(Edited)

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How to manage contracts renewal notifications

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