Jira Automation – Send single email to multiple project role users instead of multiple emails

[Naresh Sampath]

Hi Team,

I am using a Jira Cloud Automation rule to send an email to users in a specific Project Role when an issue status changes to a particular status (for approval).

I am fetching the users’ email addresses using a web request and using this smart value in the email To field:

{{webResponse.body.emailAddress}}

Problem:

• If the project role has 3 users, Jira Automation sends 3 separate emails (one per user).

• I want to send only ONE email, with all 3 users included in the To field (comma-separated).

Requirement:

• Single email

• Multiple recipients from the same project role

• Triggered only once when status changes

Question:
How can I combine all project role users’ email addresses and send one single email using Jira Cloud Automation?

Any guidance or best practice would be appreciated.

Thanks!

[Rudy Holtkamp]

HI @Naresh Sampath ,

You can use:

{{webResponse.body.emailAddress.distinct}}

Which will give you only unique email addresses. 

See this documentation

[Naresh Sampath]

HI @Rudy Holtkamp 
thanks for your reply!..

I Used this 

{{webResponse.body.emailAddress.distinct}}

But mail send 2 SPO Present in that Project, I Need that Only one Mail should send with

"To" - mentioned as 2 email Address in Single email

[Rudy Holtkamp]

Can you post your complete automation rule, to see what you are doing?

[Naresh Sampath]

Sure Rudy

[Rudy Holtkamp]

Hi @Naresh Sampath ,

I see multiple problems:

1. You use the 'send email' in the branch, so every iteration an email will be sent.
2. The web request you use in the branch will not wait, so you can't aggregate the email addresses of the users in the role like this.
3. (probably a minor problem) but when you have more than 50 users in a role, you will not get them all, because the endpoint is paginated.

What I would suggest is to make a rule to get all email addresses of the System Process Owners and store them in a project property (e.g. with key systemProcessOwnerAccountids). Since they will not change often (my assumption) you can run this rule once a day.

Then in the second rule you take the value of that property and use it to send the email. ( {{project.properties.systemProcessOwnerAccountids}}