How do I configure email notifications for specific project statuses?

Question

I want to receive email notifications when our project status advances. For example:

When the project has been costed and the customer agrees to it, we would set the status of the entire project to be Approved. Currently, we achieve this by using the Project Categories field in the project settings, which we setup at an earlier date. Is it possible to trigger an email notification in this way when the project status (category) is updated?

Thanks in advance.

Walter Buggenhout · Answer

Hi @Marco Van Deventer,

That's a creative approach to manage project status :-)

I don't see how you could use the update of project category to trigger an email notification, to be honest. That information is more situated in the master data of your project settings rather than in your actual workstreams.

A simpler approach might be to set up a separate Jira project that holds issues representing your projects. Use the following configuration items:

* Issue type: just one, name it Project
* Workflow: use the different project categories you use today as your statuses

Although you will have to manage the status of these issues additionally to the work actually going inside your projects, this has several advantages:

* You could create fields and screens to hold the key data of your projects (like stakeholders, project goals, KPI indicators, ...)
* You can use all the standard Jira functionality related to notifications, planning, tracking and so on for your project level issues
* You could set up a kanban board to create a single view on your entire project portfolio
* ...

Liam Green · Answer

Hi @Marco Van Deventer

Yes, you should be able to configure them for what you need.

The below article will talk you through it:

https://support.atlassian.com/jira-cloud-administration/docs/configure-email-notifications-for-a-custom-event/

If you have any issues, just drop a comment below.

Hope that helps,

Regards, Liam