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How can we include attachment(s) on automated notifications?

Amy Chamberlain

My team is trying to automate a process step in which we send a notification to a legal team requesting their review of a document, and in order or this step to work we *need* to be able to include the attachment they're being requested to review.

What is the best way to do this? Creative solutions (or, last resort, workarounds) are welcomed as well! Also curious if there is a feature request out there to this end.

Thanks in advance, Atlassian Fam!

Accepted answers

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Joseph Chung Yin

@Amy Chamberlain -

Take a look at the following option:

Assuming that you are notifying the legal team when a JSM issue moves into a new WF status + your legal team members have issue access of your project via the project UI (note - not the portal UI). Lastly, your team has attached the document to the issue in question.

Create an automation rule to be triggered on "Issue Transitioned" and then conduct an "Send Email" action. Where in the action setup, you can configure your custom email body to include the need statement to ask the legal team to review the attachment attached to issue.

Please advise/provide more information that how your legal team currently conducting the review, so I can further assist you.

Hope this helps.

Best, Joseph Chung Yin

Jira/JSM Functional Lead, Global Technology Applications Team

Viasat Inc.

Amy Chamberlain

Hey @Joseph Chung Yin

Thanks! So, here are the general order of operations as it stands:

In a request, Agent leverages an Actions automation to create a Work Management task in a separate (but linked) project. (New issue includes several data fields + attachments from parent issue.)
When "Issue Created" in that project, "Send Email" action pulls information from the task via smart values into email notification.
Email gets sent to a general "sort" inbox that prompts assignment.

In order for this to work, we have to have the attachment on the email so legal knows how to sort. Any thoughts on how we can accomplish this?

Joseph Chung Yin

@Amy Chamberlain -

To confirm that Legal Team is using the Work Management project for his/her task righ?

If so, the best way is for the custom email body simply states to "please review the attachment(s) associated witht the issues". This is all done by the automation rule setup in the Work Management project.

The legal team members can then access the Work Management project and access the issue and its attachments.

Hope this makes sense.

Best, Joseph

Amy Chamberlain

Thx @Joseph Chung Yin - what I'm looking for is the way to get the attachment on the automated email. Re-directing to the issue is not an option. Thank you for the help, though!

Natalya Ozhigova

Hi @Amy Chamberlain

I faced with the same issue and I can confirm that it is impossible to achieve this with the native functions of the jira, but some add-ons are suggesting this function: I mean send email with attachments.

Look at the link: https://marketplace.atlassian.com/search?query=email%20notification%20attachment

Best,

Natalya

Amy Chamberlain

Thanks @Natalya Ozhigova this is really helpful!

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