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Can I avoid duplicate emails when multiple Subtopics apply to a contact within a lookup table?

Brittany Montgomery

If multiple subtopics apply to an Epic, is there a way to prevent more than one email generating to a specific email address from the lookup table associated with the selected subtopic? In this example, an individual in the lookup table may need "Accounting and Reporting" matters but not "Bonds." Another individual may need both, but I want to avoid two emails generating to the same individual (e.g., one for Accounting and Reporting and another for Bonds).

Accepted answers

Bill Sheboy

Hi @Brittany Montgomery -- Welcome to the Atlassian Community!

One way to do this is with an advanced branch on whatever (or whomever) is the distinct criteria for sending the emails. That may work better than using the if/else structure for your scenario.

For example...let's assume a user is the Reporter for multiple issues from your lookup issues results. You could use an advanced branch over {{lookupIssues.reporter.distinct}} and then use a new lookup inside the branch to get just their issues.

So...what is the "unique" / distinct criteria upon which you want to split up the emails?

Kind regards,
Bill

All comments

Bill Sheboy

Hi @Brittany Montgomery -- Welcome to the Atlassian Community!

One way to do this is with an advanced branch on whatever (or whomever) is the distinct criteria for sending the emails. That may work better than using the if/else structure for your scenario.

So...what is the "unique" / distinct criteria upon which you want to split up the emails?

Kind regards,
Bill

Tim Kopperud

Hi @Brittany Montgomery, welcome to the Community.

I suggest you apply IF-ELSE functions into your rule. For every IF clause you should configure the email according to that specific "IF thread".

I have attached an image showing the principles for adding several IF-ELSE clauses. Notice the red circle, that means you need to use Add else, and not use Add component.

In my example I have used Summary in the Conditions, but you should swap that you Subtopic in your scenario.

TimK.

Brittany Montgomery

We will have multiple users after creating an Epic. For this example, we have User 1 and User 2. Then we have 17 subtopics. User 1 get information on subtopic 1, 3, 5 and User 2 gets information on 1, 2, 3. We want one email to go out to User 1 and User 2 if subtopics 1, 2, and 3 are selected. Ideally, we want only one email generated to multiple Users based on the subtopics assigned.

Thank you!

Bill Sheboy

Gotcha; for that filtering on the subtopics, that could be added to the JQL for a second Lookup Issues inside of the branching.

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