Send Emails Every 7 Days After First Email Sent via Jira Rule in Jira Cloud

[Digvijay Singh Gehlot]

Hi Community,

I have setup a Jira Rule > Scheduled Trigger where - if issue remains in Done status without any changes on status from last 1 day, then an email is send to Reporter.

Now, I want to send followup emails every 7 days, after the first email has been sent. The rule should stop as soon as Reporter fills out the Feedback question.

Quick questions:

1) Do I need to create a separate rule for sending emails "every 7 days"?

2) In "every 7 days" rule, can I use a custom field such as "Escalation Counter" which starts at "0" and increments each time the rule runs, to help determine when to send followup emails?

3) How can I use Lookup work item to achieve this request?

Please provide any useful screenshots or step-by-steps guidance as it will be a great help.

Thanks

[Roshan kumar]

Steps in Jira Cloud UI

Step 1: Go to Automation

• Navigate to Project Settings → Automation.
• Click Create Rule.

Step 2: Add Trigger

• Select Trigger → Issue Created (or any event that starts the process).
• Click Save.

Step 3: Add Action for First Email

• Click New Action → Send Email.
• Configure:
  • To: Assignee, Reporter, or custom email.
  • Subject: Example: Reminder for {{issue.key}}.
  • Body: Include details like {{issue.summary}}.

Step 4: Add Scheduled Actions for Recurring Emails

• After the first email, click New Action → Re-fetch Issue Data (optional).
• Then click New Action → Delay:
  • Set Delay for 7 days.
• Add another Send Email action after the delay.
• Repeat this pattern for as many reminders as needed (e.g., 3 times → 21 days total).

Step 5: Publish and Test

• Click Turn on rule.
• Test by creating an issue and verify emails are sent at intervals.

Important Notes

• Jira Automation does not support infinite loops or true recurring schedules within a single rule.
• For continuous reminders, you can:
  • Use Scheduled Trigger (e.g., run every 7 days and check JQL for issues needing reminders).
  • Or create multiple Delay + Send Email actions in one rule.

Alternative Approach (Scheduled Trigger)

• Trigger: Scheduled → Every 7 days.
• JQL: status = "In Progress" AND updated <= -7d.
• Action: Send Email to relevant users.

[Suraj Aderogba]

Hi @Digvijay Singh Gehlot ,

Based on my understand of your query, here’s a clean way to do this with one rule that:

• sends the first email after 1 day in Done,
• sends follow-ups every 7 days,
• stops as soon as the Feedback field is answered.

I will advice you create three custom fields as pre-requisite:

• First Feedback Email Sent: A Date/Time field

• Last Feedback Email Sent:  A Date/Time field

• Reminder Count:  A number 

Your "Feedback" field can be of any type; you will just it to check “is EMPTY”.

And for the reminder, you can have a JQL like this to count: {{#=}}{{issue.Reminder Count|0}} + 1{{/}}

I hope this hint can be of help.

Suraj

[arielei]

Hey @Digvijay Singh Gehlot 

I'd do something a bit different.

1. Create a CF select list (single select) with the following options:
   1. No Escalation (Default value)
   2. One Day
   3. Seven Days
2. add the field to the view screen only as you dont want users to be able to set it - only via automations.
3. Create just one automation:
   1. Trigger - scheduled to run each day with condition: status = done  and CF != Seven Days(untick the checkbox "Only include work items that have changed since the last time this rule executed"
   2. If {{issue.Custom Field}} equals "No escalation" then:
      
      1. send 1 day notification
      2. edit work item: CF = One Day
   3. else if {{issue.Custom Field}} equals "One Day" AND JQL: "

      status CHANGED To Done AFTER -7d"

      1. send 7 days notification
      2. edit work item: CF = Seven Days

And that should do the trick.

Let me know if that works or you have any questions.

Best regards,

Ariel.