Jira Automation Due Date Reminder Email Includes Tickets Assigned to Other Users

[joanna_natial]

I created a Jira Automation rule that sends a daily email notification for tickets due within the next 3 days using Lookup Issues. The rule is currently returning all open tickets that meet the due date criteria, and the email includes tickets assigned to multiple users.

I would like the email notification to only include tickets assigned to the recipient/user and exclude tickets assigned to other users.

Please below screenshots of my created automation.

and below is the email notification received, with also include tickets that assigned to other users.

[Cristian Quiroz Garcia - NTT DATA · Accepted solution]

Hi! I had a similar challenge and found a clean native solution using distinct assignees + a branch.

Here is how the rule works:

TRIGGER: Scheduled (daily)

STEP 1 - Lookup Issues: Fetch all candidate tickets with this JQL:
issuetype = "[System] Incident" AND project = ITS AND duedate >= now() AND duedate <= 3d AND statusCategory != Done

STEP 2 - Branch (For each): Use the smart value {{lookupIssues.assignee.distinct}} as the list and name the variable "assignee". The .distinct part is the key — it removes duplicate assignees so the branch runs once per unique user, not once per ticket.

STEP 3 - Inside the branch, add a second Lookup Issues with this JQL:
issuetype = "[System] Incident" AND project = ITS AND duedate >= now() AND duedate <= 3d AND statusCategory != Done AND assignee = {{assignee}}

Since {{assignee}} already holds the accountId, you can pass it directly to the JQL.

STEP 4 - Send Email: In the "To" field use {{assignee.emailAddress}} — this references the full user object from the second lookup results, which Jira can resolve correctly. Then loop through {{#lookupIssues}} in the body to list only that user's tickets.

This way each assignee receives exactly one email with only their own tickets.

Important note: Lookup Issues returns a maximum of 100 issues per execution, so add extra filters if your project has high ticket volume.

Hope this helps!

[joanna_natial]

Hi Christian,

Your automation rule works. Thank you for your help.

[Martin Runge · Accepted solution]

Hi @joanna_natial,

Right now, your rule does one Lookup Issues and one Send email, so the whole list goes out to everyone. The email is not personalized per person; it just renders every issue the lookup found. To fix it, you need the rule to loop over each assignee and email that person only their own issues.

Here is how I would restructure it:

• Keep the scheduled trigger and your Lookup Issues JQL for issues due in the next 3 days.
• Add a Branch rule / For each and branch on the list of assignees from the lookup, so the rule runs once per person.
• Inside the branch, use Send email to {{assignee.emailAddress}}.
• In the email body, wrap the issue list, so it only prints that person's issues; for example, loop {{#lookupIssues}} and add an if that checks the issue assignee matches the current branch assignee.

Cheers, Martin

[Shreyas_Quietmill · Accepted solution]

Hi @joanna_natial 

Cristian's branch pattern works, but before you build it: Jira can already do the per-person version of this on its own, with a filter subscription.

Save a filter like `resolution = EMPTY AND due <= 3d AND assignee = currentUser()`, share it with the team, then subscribe the group to it (filter details > Subscriptions). Each member gets the email with the results evaluated as them — so everyone sees only their own tickets. No automation rule, no lookup cap, and it survives you changing teams. Worth a two-person test first to see the email format, since it's Jira's stock filter email and can't be reworded.

If you need the email centrally owned and custom-worded, then the branch approach Cristian and Martin describe is the way — just keep the 100-issue lookup cap in mind, because past that the digest truncates silently.