Automated E-Mail of Daily Tasks

[Haya Bawati]

Hi everyone,

I’m trying to build an automation rule that sends a scheduled email every morning, and I’m running into a few challenges. I’d really appreciate any guidance.

Goal: 

I want to scan comments on user stories from “yesterday up until this morning” and identify mentions of users. Based on the context of the comment, I’d like to classify them into:

• FYI comments (just informational)
• Task comments (where the mentioned user is expected to take action)

For task-related comments, the mentioned user should receive an email with their assigned actions.

Challenges I’m facing: 

1. Identifying the mentioned user’s email
The recipient is not always the assignee or reporter, it’s specifically the user mentioned in the comment. I need a way for the automation to extract the mentioned user(s) and send emails directly to them.

2. Sending one consolidated email per user
If a user is mentioned in multiple task comments across different user stories:

• They should receive one single email
• The email should list all relevant user stories and the associated tasks
• Different users should receive separate emails, not combined with others’ tasks

3. Filtering only new comments
I only want to include comments added since the last run (e.g., from yesterday to today).

Even when using the option: “Only include work items that have changed since the last time this rule executed" I’m noticing that if a user story gets a new comment, the rule processes all comments on that story, including older ones, which leads to duplicate or outdated task notifications.

Summary: 

So overall, I’m trying to:

• Detect @mentions in comments
• Classify them into FYI vs actionable tasks
• Notify the mentioned user (not the assignee)
• Consolidate tasks into a single email per user
• Avoid reprocessing old comments

If anyone has implemented something similar or has suggestions/workarounds, I’d really appreciate your help. Thanks in advance! 🙌

[Bill Sheboy]

Hi @Haya Bawati 

What problem are you trying to solve?  That is, "why do this?"  Knowing that may help the community offer better suggestions.

Until we know that...

You describe a scenario where people are mentioned in comments, potentially with either informational notes or the comment author assigns tasks to the mentioned person.

The built-in Jira mention features already notify those people.  Thus, you could ensure team members have not disabled their personal notification settings and they will get the emails.

Kind regards,
Bill

[Haya Bawati]

Hi @Bill Sheboy 

Thanks for your reply!

Ironically, that is exactly the problem I’m trying to solve. When users receive a large number of notifications, it’s easy for them to lose track of where they were mentioned and what they’re actually expected to do.

The idea behind this automation is to provide one clear, consolidated email every morning that summarizes their actionable tasks based on comments. This would help reduce notification noise and make priorities much clearer.

Hope this clarifies the use case 🙂

Thanks!

[Bill Sheboy]

@Haya Bawati -- Thanks for that information, and I believe I understood your scenario as I have also encountered it using Jira.

When team members feel overwhelmed by the number of emails Atlassian products send, they can reduce that: under Personal Settings > Notification Settings >> a person could select to only get notified for mentions on work items.  That would highly focus the emails received.  To focus even more, they could use rules in their email app to check the content to set its visibility indicators.

Even with the approach you describe of sending a daily, task-assignment email, those could be missed, ignored, or fail to deliver for several reasons.  If tasks are being assigned to people based only on a comment and a mention, that likely could lead to work management problems.  Perhaps consider if such tasks should be standalone Jira work items (e.g., subtasks) to raise the visibility and better enable tracking...or better still: discuss with the team tasks added via mentions in comments to decide how to handle them.

[Igor Medeiros - Modus Create]

Hi @Haya Bawati

Adding to what Arkadiusz and Bill sent, consolidating into one daily email per user is where native Automation falls short. A per-comment "Comment created" trigger avoids the reprocessing problem, since each run sees only the new comment. But it fires per comment and cannot batch a day of mentions into one message.

Have your rule write the mentioned users into a User Picker field. Then our app Notification Assistant for Jira can send a scheduled daily digest to those recipients, with the relevant comments included.

Feel free to reach out if you'd like to learn more.

[Arkadiusz Wroblewski]

Hello @Haya Bawati 

Native Jira Automation isn't ideal for daily comment digests because its "changed since last execution" filter checks the entire issue, repeatedly pulling in older comments. It also cannot dynamically group cross-issue data by specific mentioned users.

Use an "Issue commented" trigger paired with an explicit marker like ACTION: @user to instantly create a sub-task or update a custom field for that person. Your team can then rely on standard Jira filter subscriptions or dashboard gadgets for a clean, duplicate-free daily summary.

Best,

Arkadiusz 🤠😎