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Automatic reminder when the remaing time before due date and time is 40%, then when 20% and 10%

Quentin Ceulemans

Hello Everyone, i'm pretty new to Jira Automation and my rules keeps failing so i'm turning to you.

I want to create automatic email reminder for my team when the remaining time in the field "due date and time" is 40%, then when 20% and 10%.

When those pourcentages are achieved, i want Jira to automatically Send an email to the selected assignee where it would say:

"Hello "selected assignee"

Here is a quick reminder for the task(s) "selected issue" you have about 40% of the allocated time lef for the task(s) to be completed.

We know you're working on it, it is only a simple reminder to help you prioritize your work.

Thank you."

That would be the message when the remaining time is 40% prior to the issue creation date. I would need to implement another automation with a different message when th time remainign is 20% and finall when it's 10%.

Ideally, each rules would trigger only once per issue, and would adjust if i'm modifying the "due date and time".

If anyone could give me the exact steps (preferrably screenshots) to be able to implement this, it would literally save my soul.

Thank you so much in advance

Accepted answers

All comments

Ste Wright

Hi @Quentin Ceulemans

How is the percentage being calculated?

A Date Time Picker isn't a time tracking field (like Original Estimate) - it's a set point in time - so there would need to be a starter date to allow for a percentage to be calculated.

Is the start date in another field? Or is it based on created date?

Ste

Quentin Ceulemans

Hi @Ste Wright thank you for your fast answer.

Ideally, i would like to not add the "start date" field as the start is when the deadline in the "due date and time" is set, and i have one less box to tick.

does the system automatically "remember" when you're setting the "due date and time ?

Based on that answer, is it possible to set an automation like this?

Thank you

Quentin

Ste Wright

Hi @Quentin Ceulemans

So to confirm...

Start Date/Time is the date you set the Due Date/Time and...
The Start Date/Time, along with the Due Date/Time, can change during the time inbetween and...

If you do change the Due Date/Time, does this also reset the Start Date/Time? And therefore the % goes back to 100%?

Or does changing the Due Date/Time just extend the time (thus no change in Start?)

Ste

Quentin Ceulemans

Hi @Ste Wright

Start Date/Time is the date you set the Due Date/Time. That is correct.
The Start Date/Time, along with the Due Date/Time, can change during the time in between. That is correct.

If i do change the Due Date/Time, i would ideally like that it extend the time remaining, so no change to the start Date/Time.

Thank you again for your time.

Quentin

Bill Sheboy

Hi @Quentin Ceulemans

I am unclear how your team is using these date fields to assess progress. Perhaps if you clarify the team's practices the community will have more information to make suggestions.

For example...

Often teams forecast the effort to complete a specific work item during intake and / or backlog refinement. And based on what else the team is doing (work in progress, or WIP) and the team's Capacity to complete work, a completion timeframe may be forecasted. This is how many agile delivery teams manage work, particularly Scrum teams.

Other times, there are fixed, want dates requested by stakeholders. And so the team again forecasts the effort, reviews their WIP and Capacity, and assesses if that date is realistic, or if instead a piece / increment of that work could be completed by that want date.

You describe a scenario where on a specific date (using the Start Date issue field), a Due Date is set for work completion. Is the Start Date the date / time when the work actually begins? If so, it seems the team is using calendar days (i.e., time-based) as a forecasting tool. Jira already has a mechanism for time-based estimation; have you considered using that instead?

Later you note the Due Date can change. Wouldn't that reset your "progress percentage" , lose visibility to the original forecast, and lose history data the team could use to improve their working methods?

Kind regards,
Bill

Quentin Ceulemans

Hi @Bill Sheboy

Thank you for taking the time to consider my request. To clarify our workflow, we are currently operating within a company-managed Kanban board workspace with both internal and external teams. However, only the internal team is currently using Jira.

We primarily rely on fixed deadlines set by our founders, who possess extensive experience in both coding and business. As such, they directly establish deadlines rather than using original time estimates and remaining time.

Regarding the potential loss of data due to due date changes, I acknowledge this as a valid concern. However, we sometimes encounter situations where external dependencies, rather than internal team delays, necessitate deadline modifications. To address this, I guess I could implement an automatic required field that prompts users to provide reasons for due date changes, maintaining a record of these modifications for future reference.

To explain more of the vision, I believe implementing a percentage-based deadline reminder system would be more effective than relying on specific dates. This approach would allow for accurate reminders that consider the task's duration. For instance, marketing tasks may have extended deadlines, and a percentage-based system would account for this.

Instead of triggering reminders based on specific intervals like 15, 5, and 1 day before the due date, I would like a system that calculates the time between the start date and due date. This system would automatically send email reminders when 60%, 80%, and 90% of the time between the start date and due date has elapsed. I recently implemented an automation to automatically apply the start date to the issue creation.

Did that help provide clarity to my question and hopefully get some help in resolving it?

Bill Sheboy

Thank you for the additional details, Quentin.

Some things I notice in that information...

Are the founders you note, who are providing the "deadlines", also coding with the team? If not, I find when people who are not doing the work provide the forecasts, they can be disconnected from the facts on the ground, and misunderstandings occur.

You describe using the percentages, and that may make sense to the founders providing forecasting. Yet I wonder about a person doing the work: would they find it more valuable to know there are 2 days remaining or 20% remaining? Perhaps consider how to make both visible for the different audiences.

One way would be to calculate the percentage daily (with a scheduled trigger rule), store that in a custom field, and then use a dashboard (or quick filter on the board) to see the issues with the approaching percentage thresholds.
And then for a time-based reminder for remaining days (or overdue), basic JQL could be used with a different scheduled trigger rule, or again, a quick filter for the board.

Regarding changes to the dates, which then reset people's understanding of progress, consider how to make that visible. For example, adding the equivalent of an asterisk to the forecast, such as with a label: Due-Date-Changed.

Quentin Ceulemans

Hello @Bill Sheboy ,

The founders are also working with the team. The fields "start date" and "due date and time" are both visible within the issue for users to see, making the "remaining%" field purely for indicational and automation purpose.

this is currently the smart value i'm trying to use to calculate the percentage automatically and adjust it every hour in the custome field remaining time, but it is not working. Can you help me make this smart value valid?

{{issueDueDateandtime.minus(NOW())}} / {{datediff.({{issueStartDate}}, {{issueDueDateandtime}}) * 100

Once this automation is up and running, i believe i can create the other automation checking the status of each tasks and sending reminders when 60%,80 and 90% of the time is gone for each.

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