Automation rule to send an email on missed Version Release Datete

[Parag Shah]

Environment: Jira Cloud

Space: Company-Managed

I have created a version with a specific release date. I want to notify the stakeholders if the version misses the release date.

Trigger (Scheduled daily 9 am) and Action (Send Email) are clear, but I am not able to find a way to detect that the version has missed the release date. I understand that Release Date is not a JQL field. Is there a way to achieve this?

Appreciate community's help on this.

[Trudy Claspill]

Hello @Parag Shah 

I believe the only way to achieve this would be to use the Send Web Request action to interact with the Jira REST API to retrieve information about Release Versions.

Are you trying to do this for Release Versions in one project or multiple projects?

The documentation for the API for Project Release Versions is located here:

https://developer.atlassian.com/cloud/jira/platform/rest/v3/api-group-project-versions/#api-group-project-versions

The GET operations require that you provide a Project Key, so if you want to do this for multiple projects you would need to make multiple API calls.

Get Project Versions Paginated supports including a filter for Status of the releases you want to retrieve, so for that you could specify "unreleased".

You would need to parse the results of the API call to find the release versions for which the date is in the past.

When you say you want to notify the stakeholders, how do you specify the stakeholders for a given release?

[Parag Shah]

Hi @Trudy Claspill

Thank you for your response.

I will have a look at the documentation. I hoped there was an easier way to achieve this.

I want this for couple of spaces. So, I understand that I will have to make more than 1 call.

I have created a Stakeholders group and put relevant users in that group. I then intend to use that group in the Send Email action.

[Trudy Claspill]

Don't hesitate to ask if you have more questions about the action or the API!

[Rilwan Ahmed]

Hi @Parag Shah ,

I have a workaround. Check if its feasible for you. 

For each version, create a Jira ticket and make the version release date as ticket's Due date. You can also add some labels to each tickets (example: Release-dates)

Based on this data, you can create an scheduled automation rule to check for due date and send email. 

Example JQL: labels = "Release-dates" AND due < now() AND status != Done

Trigger:

• Select Scheduled
• Interval: Daily
• Time: 9:00 AM

Action 1: Lookup Issues

• Click New component > Action > Lookup issues
• JQL:

  labels = "Release-dates" AND due < now() AND status != Done

Condition:

• Click New component > Condition > Issue matches condition
• Select Advanced compare condition
• First value: {{lookupIssues.size}}
• Condition: Greater than
• Second value: 0

Action 2: Send Email

• Click New component > Action > Send email
• To: XXXXXX
• Add required email Body as required.