Automation - 1 email per Assignee in JQL

Question

Hi,

Firstly I've really tried to follow guides, everyone seems to be out of date, not have the same options I do etc.

I'm on Jira Software 9.12.1 and I'm trying to utilise Automations to send an e-mail to assignees within a JQL. However, I want to ensure each assignee only receives one email and within that email is all their issues and NOT an email per issue.

Here's an example JQL I want to run:

project in ("Super Car") AND fixVersion in ("Version 1.2.1")

That JQL might return ~200 results with 15 unique assignees. As a result I want to send 15 emails each containing a list of the issues assigned to them.

I'd appreciate if someone can help me achieve this, or point me to a guide that is correct for my JIRA version?

Many Thanks

Levente Ré_ti · Answer

Hi @Elliott Lock !

I think it is possible using Scriptrunner and Email This Issue. This method would even allow you to customise your emails with custom CSS through Email This Issue.
This script does something similar to your use case(get all the issues), I will be happy to help you tailor it to your system.
Also with ScriptRunner the automation part is handled too.
Please let me know If I can help,

Cheers,
Levi

Carla Ann Rowland · Answer

@Elliott Lock --  I haven't tested this but I used to do something similar on data center-- so broad strokes:

filter revision: project in ("super car") and fixversion in ("version 1.2.1") order by assignee

rule: yes keep it as scheduled and keep only include issues change since last run unchecked.

now having got this far-- do you have any additional add ons like script runner?  if you don't you are going to have to "hard code branch" your rule or do an if then conditioning and filters for each member of the team involved in that version or write groovy script:

To do branch with sub-queries:

project in ("super car") and fixversion in ("version 1.2.1") and assignee = "TeamMember 1"

and action: send email with issue details you want to include

next level in branch--query=project in ("super car") and fixversion in ("version 1.2.1") and assignee = "TeamMember 2"

and action: send email with issue details you want to include . . . etc.

---

here is link if you need it on automation: Jira Automation: How to Building New Rules and Top... - Atlassian Community

Bill Sheboy · Answer

Hi @Elliott Lock

I do not believe the scenario you describe is easily possible with Jira Data Center automation in one single rule.  The reasons are:

* triggers, branches, and lookup issues can only reference up to 100 issues at a time
* I do not believe advanced branches (over things other than issues, such as assignees) are supported in Data Center automation rules yet: https://jira.atlassian.com/browse/JIRAAUTOSERVER-749

You do not state what the trigger is for your rule, and if I assume it is version released, four possible workarounds are:

* Create one rule, triggered on version released, and use a series of lookup issues actions to test for each possible assignee and if / else blocks to send the emails.  This will be a slow rule, and be limited to the maximum rule size of 65 components, and thus could handle at most around 20 possible assignees.  If there are more assignees...
* Create several rules, triggered on version released, where each one tests for a single possible assignee, only sending the email if the issues are found
* Create two rules, where the first is triggered on version released, which then uses the Send Web Request action to trigger a second rule, triggered on Incoming Webhook.  That second rule processes one possible assignee, and then self-triggers with Send Web Request until all possible assignees are checked.  This is a risky rule, for many reasons, and so I would not recommend it.
* Add a site webhook for version released, and use that to trigger a custom application built outside of Jira.  That app would use the REST API to gather the issues and send the emails.

Kind regards,
Bill