How do I send email notifications to Reporters when bulk importing issues?

[Amy Chamberlain]

Hi there! I work on a Procurement team that leverages JSM for our approvals and contract negotiation process.

Using the data in our contract lifecycle management (CLM) system, on a monthly basis, we export expiring contracts, transform the data for Jira and then bulk import "Renewal" issues into our JSM project. This includes importing w/ a standard configuration file -> bulk changing issue type + request type.

The issue is, Jira doesn't notify the "Reporters" we've identified when these issues are created. We can't create an automation for that specific request type since folks occasionally submit it on their own, for various reasons.

What's the best way to notify a reporter that a request has been bulk-imported on their behalf? Would the "Send email for this update" during the bulk change (second part of the process) suffice? Or is there a better automation I can setup for this?

Thx in advance!

[Cristian0791 · Accepted solution]

Hi Amy,

1.When you're bulk importing tickets, you can include a column titled Labels and add a value, such as "CreatedfromCSV". This label will serve as a differentiator for the tickets created through the import versus those created by users.

To automate a notification process, you can set up an automation rule as follows:

1. Trigger: Issue is created.
2. Condition: Labels contain "CreatedfromCSV".
3. Action: Send an email to the reporter.

2.Or you can use "Send email for this update".

[John Funk]

Hi Cristian,

The import will not cause the Automation rule to fire. Otherwise there is no reason to add the label. 

https://jira.atlassian.com/browse/JRACLOUD-81955

[Amy Chamberlain]

@John Funk can you elaborate on why an import would not trigger the automation? The issue is still created with the label, isn't it?

Asking because I like @Cristian0791 's approach since it also creates an auditable record of which issues were imported vs which are submitted by Reporters.

Unless there is another way to identify this?

[Bill Sheboy]

Greetings!

That defect from September 2016 seems out of date as importing a CSV file to create issues does generate the issue-created event and will trigger an automation rule.  I just tested to confirm this with both paths to import with a company-managed project rule:

1. Filter > View All Issues > ... > Import Issues from CSV
2. System Admin > External System Import > CSV

Kind regards,
Bill

[Cristian0791]

Automation update:

1. Trigger: JQL schedule 
2. Condition: Labels contain "CreatedfromCSV".
3. Action: Send an email to the reporter.

This should catch only the tickets with label: CreatedfromCSV

[John Funk]

That's good to hear! Not sure when it got fixed, because a few weeks ago it was not triggering. 

[Amy Chamberlain]

Ahhh great! We run the next import next week so I'll come back with an update.

@John Funk I think Jira pushed several import features ~4-6 weeks ago (i.e. they removed the import option from the create-issue screen), could have been then?

This is all super helpful - thanks so much, everyone!

[John Funk]

Hi Amy,

I would suggest you do a sample import with just a couple of issues. Check the box to send the email and see if the Reporter gets notified. But makes sure you use a different user for the Reporter than yourself so that it doesn't get caught by other rules. 

Let us know how it goes!

[Amy Chamberlain]

@John Funk this would not be ideal because we have several approvers and stakeholders in our process and would be triggering false notifications to Executives, other teams, etc. which we don't want.

[John Funk]

Understood.