Sum Up all affected Issue (Automation)

[Leena Pratheepan]

Hello everybody,

I have a rule that says that when version is updated, the assignee and owner (team leader) of the Issues with the updated version  must be informed.

By itself the rule works. Problem I get 30 mails each issue when a vision is updated.

How can I change the rule so that it summarizes the issues affected ( lookUpIssue) and avoids when assignee and owner are the same people, not notified twice.

Thank you for your help.

[Bill Sheboy · Accepted solution]

Hi @Leena Pratheepan 

Please try using the Lookup Issues action instead of a branch: https://support.atlassian.com/cloud-automation/docs/jira-automation-actions/#Lookup-issues

You could use JQL to find the issues in the updated version, and then send a single email listing all of them:

• trigger: version updated:
• action: lookup issues with JQL to find the issues in that version
• action: send email

Alternatively...let's say there are different owners for different issues.  A similar rule can solve that by iterating over the distinct assignees, like this:

• trigger: version updated:
• action: lookup issues with JQL to find the issues in that version
• advanced branch: on {{lookupIssues.assignee.distinct}}
  • action: lookup issues with JQL, adding a condition to match the branched variable for assignee
  • action: send the email

And if there are issues with no assignee, you may need a couple of extra steps to test/email for that one to inform the project lead.

Please try that, and let me know if you need more details.

Kind regards,
Bill

[Leena Pratheepan]

@Bill Sheboy 

Thank you for your answer. I Think it would help. But how I define JQL to find the issues in that version? fixVersion in unreleased (XXX) changed or fixVersion in (XXXX) and updated >=-1d

[Leena Pratheepan]

So this the rule @Bill Sheboy 

[Leena Pratheepan]

It shows me an error.

Why the rule does not work? Can anybody help?

Assignee field in Issues is not empty, I am the assignee of the Issues.

[Bill Sheboy]

For the JQL in the Lookup Issues action, please try something like this:

project = insertYourProjectName AND fixVersion = {{version.name}}

Regarding the error you are seeing, please note I suggested using the Lookup Issues action, and so you use the {{lookupIssues}} smart value and not {{issue}}

When you needed the user/assignee name for your greeting, just reference the first one in the lookup results.  And so your email body could be something like this:

Hi {{lookupIssues.first.assignee.displayName}}

Release {{version.name}} is updated.

Please check.

{{#lookupIssues}}
<a href="{{url}}">{{key}} - {{summary}}</a>
{{/}}
Best regards

Jira-Automatisierung

Again...this works if they are all assigned to a single person.  If you could have multiple assignees please see the other alternative I suggested.

Writing automaton rules requires learning and experimentation.  I encourage you to take a look at the links I provided as they show examples of what I described.

[Leena Pratheepan]

even if I change the rule as you created it, it still doesn't work.

[Leena Pratheepan]

When I use {{lookupIssues.first.assignee.displayName}} as Assignee.