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 

[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 😊!!!!

[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.