Automatic custom reports

[Natalie Keane]

Please would you mind advising if there is a way to generate automatic weekly reports showing an individuals outstanding items for each task? Thank you in advance. 

[David Nickell]

You can accomplish this with a Filter Subscription. 

1. Create a filter the pulls back the items you want to send your report out for.  As an example, assignee=curretUser() and Resultion is empty.

2. Once created, Go to the filter detail,  Select subscriptions

3. Create a subscription and schedule  it to run at whatever frequency you prefer

4. To test your subscription, you can go to the subscription manager and run the process manually to ensure the results.

5. When it runs, the subscribers will receive an email with their items.

Supporting Screenshots below.   Thanks

[Natalie Keane]

Thank you for this. How do I create the JQL to include 3 different statuses please? 

[Natalie Keane]

Where the assignee shows current user, how do I set this on behalf of different users? 

[David Nickell]

the statuses can be done like this:

and status in (Approved,Discovery,Done)

the currentAssignee is magical :-) ... So if you set the subscription up for all users in a project (as an example), they will all be processed one at a time.  Then depending on your subscription flag, they will either get an email when they have items, or they will get the email whether they have items or not.   Either way, in this scenario (using CurrentUser()), they will only get their items

[Natalie Keane]

Thank you so much. I really your guidance. I also run a report each week, showing a export of each project (via Sheets) to see an overview of each project but as one document. Is there a way do to this automatically please? Thanks again. Natalie 

[David Nickell]

Yes... the process of building reports from Atlassian data is what I specialize in.  But I use MS Tools (Power BI and Excel if needed).

I assume sheets or other Google products can replicate what I have.

All your data will come from the REST APIs Atlassian provides.  (No plugins needed)

In my case :

1. I Set up a filter that I want to use as my source.
2. My Power BI (or in your case, sheet) executes the Endpoint for Work Item Searchs using that JQL or even "jql=filter=your filter"
3. I format a report (you will format your sheet)
4. schedule to run automatically.  

Here is one example of the Power BI results -- it reloads daily:

[Natalie Keane]

This looks great thank you. Is Power BI free? Do you know how integrate into Jira please? 

[David Nickell]

Power BI is not free.  It has its own licensing and infrastructure (as would any Commercial Tool).   Many clients already have Power BI in place for their Business Intelligence needs which makes adding JIRA into the tool a pretty easy decision. 

Power BI is inexpensive (IMHO) and of course, Excel is practically free.  But I'm not trying to sell you on my favorite tools.

You can replace "Power BI" with any number of tools.  To do that, you need someone familiar with your tool who is also comfortable working with APIs.

If integrating "Inside" Atlassian is your goal, then you probably want to look at the Marketplace and available plugins.  That can be expensive dpending on the plugins you use and the number of users you have.  

Here is an example

If you search the marketplace right now (as I just did) you will find over 650 plugins under Jira Reporting;  I am sure many of them will do what you want.  https://marketplace.atlassian.com/search?query=reports&product=jira

I picked one at random and if you have 200 people in your organization, that specific plugin costs $5,000 per year.   If you decide you need more functionality later, you may need additional plugins. 

But if you have a tool (like Power BI) inhouse already, you can build all the reports you could ever need essentially for 0 additional costs.

Synopsis

• If you need to extend or enhance features of an Atlassian Product,  the marketplace provides many straight forward solutions.
• If you have inhouse expertise with a tool (any tool), you may want to look at that first before paying per user plugin fees.

And for purposes of full disclosure, I offer Power Query/Power BI services under the the name SplitDimeData.  I have not listed anything in the Marketplace yet - but I am set up as a partner.  

Thanks

[Christos Markoulatos]

Hi @Natalie Keane 

You can definitely get this done in a few ways:

1. Filter + Subscription (built-in)
   Create a JQL filter like:

project = "YourProjectKey" AND statusCategory != Done ORDER BY assignee

Save it and set up a subscription to email it weekly.
A subscription is just Jira’s way of automatically emailing the results of a saved filter on a schedule you choose (daily, weekly, etc.). Each user can subscribe to their own filter, or you can manage it for them if you’re an admin.

2. Automation for Email Reports
   If you want more control, you can use Jira Automation to send a custom email every week. Just create a rule with:

• Trigger: Scheduled (e.g., every Monday)
• Action: Send email with smart values like {{issue.key}} and {{issue.summary}} from a JQL search.
  This way, you can format the email exactly how you want.

3. Dashboards (manual check)
   Dashboards with gadgets like Filter Results or Two-Dimensional Filter Statistics grouped by assignee are great for quick checks, though they don’t send automatically.
4. Marketplace Apps for Advanced Reports
   If you need polished, automated reports (PDF, charts, etc.), apps like Automated Release Notes & Reports or eazyBI Reports and Charts can do this easily.

Hope this helps!

[David Nickell]

@Christos Markoulatos lol -- we must have been typing about the same time.   

[Christos Markoulatos]

@David Nickell it happens, The more ppl offering ideas the better 😊!!!!

[Danut M _StonikByte_]

Hi @Natalie Keane,

I see this problem having 2 parts:

1. Creating a weekly report - deciding which data is necessary to include in the report and how to measure and display it

2. Finding a way to generate and distribute that report automatically every week

You should elaborate a bit on what you want to measure and include in the report, as it is not clear and the answers will depend on this. From the context, I noticed that you need "an overview of each project but as one document" or "an individuals outstanding items for each task". This is vaguely defined... Can you elaborate a bit?

One approach would be to create a dashboard in Jira or a page in Confluence with the necessary gadgets/macros that display the report data (in the form of graphs, charts, tables, etc). Then, every week, take a snapshot (or export) of that dashboard/page and distribute it to the project stakeholders. This has the advantage of displaying the data in real time, without exporting data and without manual work (like juggling Excel files). 

Danut.

[Natalie Keane]

Thank you. 

Both reports need to show: 

1. Work type key 

2. Label

3. Status 

4. Task

5. Description 

6. Assignee 

7. Last comment 

It's just that the outstanding tasks reports need to have only a particular assignee and only the 'to do' and 'in progress' statues. 

Thank you for your help so far. 

[Birkan Yildiz _OBSS_]

Hey @Natalie Keane

That's a great question. Getting automatic weekly reports ( or daily, monthly) is a common need that can be tricky with Jira's built-in tools.
But, if you are open to using a marketplace app, Timepiece - Time in Status for Jira’s ‘'Scheduled Reports & Alarms’' feature is built exactly to make this automation better, easier, and smoother.

Timepiece’s Scheduled Reports feature allows you to create a report showing all the open items for a specific person, and then schedule it to be automatically delivered to you or any team member every week (or day, month, or year) via email, Slack, or MS Teams.

You can create various types of reports to track this, such as:
Status Duration Report: To see how long each outstanding task has been in its current status.
Assignee Duration Report: To get a clear view of each individual's current workload.

And a lot more different types of reports are available with Timepiece.

To take it a step further, you can also use our Alarms feature. This allows you to get proactive alerts if an individual's task stays in a certain status for too long (for example, more than 3 days in 'In Progress'). So, in addition to the weekly summary, you can catch potential bottlenecks as they happen.

This also helps you effortlessly track key agile metrics, like Cycle and Lead Time, to see how long it takes for work to be completed from start to finish.
This way, you get a consistent, automatic update on everyone's workload without any manual effort.
You can check Timepiece on the Atlassian Marketplace.

Hope this helps! Please let me know if you have any further questions.

Disclosure: I'm on the team that makes Timepiece - Time in Status for Jira.

[Natalie Keane]

This looks great. Thank you. Is Timepiece free?