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gets a new comment, the rule processes all comments on that story, including older ones, which leads to duplicate or outdated task notifications.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! 🙌

[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 🤠😎