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Jira Cloud Lookup Automation sending multiple emails. Need one email with all issues from Lookup.

sarai.makni

Hello,

I have an automation triggered by a new comment. After the trigger occurs, I use custom JQL to gather a list of issues and send an email using the lookup smart values. The JQL returns 3 issues but instead of getting one email with all 3 issues, I get 3 duplicate emails with all 3 issues in the body.

What is working: The JQL returns the issues I need and the email is populated with the list of issues

What is not working: I receive 3 emails instead of 1

Is there something missing in my automation? Do I need to place the lookup/email actions in a Branch?

Thank you!

Accepted answers

Bill Sheboy

Hi @sarai.makni

For Jira Cloud automation, Lookup Issues is one way to send the batch in one email, versus branch/scheduled rule to send multiple emails. Perhaps like this:

trigger: issue commented
action: lookup issues: with your JQL
action: send email, with the lookup issues contents, such as

{{#lookupIssues}}
* {{key}}
{{/}}

Please post an image of your rule and the community will have better context to help you.

Best regards,
Bill

All comments

Bill Sheboy

Hi @sarai.makni

For Jira Cloud automation, Lookup Issues is one way to send the batch in one email, versus branch/scheduled rule to send multiple emails. Perhaps like this:

trigger: issue commented
action: lookup issues: with your JQL
action: send email, with the lookup issues contents, such as

{{#lookupIssues}}
* {{key}}
{{/}}

Please post an image of your rule and the community will have better context to help you.

Best regards,
Bill

sarai.makni

Hello! The steps you described are my current steps but I am still receiving multiple emails....

Bill Sheboy

Thanks for that information. Perhaps you could explain your use case further...

When an issue is commented, the rule is triggered, and you send an email for a list of issues found by JQL.

This will send an email whenever any issue in the project is commented upon. Is that what you wanted, or did you want to email when a specific comment is made? If so, add a condition after the trigger to check the contents of the {{issue.comment.body}}
Or, is this the incorrect trigger for your use case, and some other event should be trigging it?

Thanks any clarity you can add!

sarai.makni

Hi Bill!

Here are the start to finish steps:

Automation 1:

Trigger: Version is released
Action: A comment is created with the name of the fixVersion.

Automation 2 (screenshot above) triggered by Automation 1:

Trigger: A new comment is created
I use the Lookup to narrow the Issues down to those containing the specific team's version name in the comments.
Of those results, I email the list of issues identified in the lookup

Reason for running 2 automations instead of just using one "Version Released" trigger. Our teams format their versions as "TeamName - Date of Release". Jira Cloud does not allow "~" on the fixVersion field so I could not write custom JQL to say "When the fixVersion ~ "TeamName" then Lookup issues and email list." The way I found around it, is to put the fixVersion name in a field where I can use the "~". Then, since I cannot have multiple triggers in a single automation, I created the second automation and checked the box for it to be triggered by the action of the first automation. Thus, narrowing down the issues to the Team's specific release and emailing only that team's released Issues.

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