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How to make an automation run, based only on the new values added in multiple values field.

d.kamposos

Greetings,

I'm using the 'Labels' field to give access permission for an issue to the company departments, using security levels. For example, the label 'IT_Dpt' gives access to the issue, to all the people in the IT department.

I want to create an automation that will notify via email, all the people in the departments included as labels in the field. So far, I have managed to make it send emails to ALL the people that are members of the departments included in the field, every time a value is added in the field (both on create and on edit). I think it would be better if it could notify only the people that are part of the new department added as a label, so it doesn't spam with emails the ones that have already been notified on a previous edit.

Example:
- I create a new issue, and I add the label 'IT_Dpt'.
- Everyone in the IT department gets a notification email.
- I edit the issue, and I also add the label 'Quality_Dpt' (without removing the 'IT_Dpt').
- Everyone in the Quality department gets a notification email, but the IT employees don't get a new one.

Is this functionality possible?

Thank you in advance!

Accepted answers

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Kalyan Sattaluri_iinm1n

Hello @d.kamposos

One option is to try {{addedfieldChange.values}} smart value.

For example:

Trigger = Field Value Changed for Labels
Log Action = {{addedfieldChange.values}}
if Condition = smart values =>
- {{addedfieldChange.values}}
- equals
- Empty (leave blank)
- Then you can use this smart value in the To email..

But please test thoroughly as I dont recall if there are any bugs around this field and the smart value..

d.kamposos

Sorry for the late reply @Kalyan Sattaluri

Unfortunately you can't use the {{addedfieldChange.values}} values as a receiver of an email. I saw a similar problem in another community thread where OP was able to make it work by creating a new field (Group Picker: single group). He populated that field with the string value of his main field (in my case the 'Labels' values), and then used that group field as a receiver for the email.

In my case I have multiple values in the 'Labels' and I have to loop through all of them using {{addedfieldChange.values}} to populate the new Group Picker(multiple values for me). The problem is that Advanced Branching in automation runs all the branches in parallel and asynchronously, making the results kind of unpredictable and unreliable.

I am currently looking at different solutions for my issue, but I think that the parallel and asynchronous nature of Advanced Branching creates more problems than it solves.

Link for the relevant tread: Automation e-mail to a Jira group from a smart fie... (atlassian.com)

Bill Sheboy

Hi @d.kamposos -- Welcome to the Atlassian Community!

I recall there are known problems with the changelog accuracy of list / multiple-select fields in automation rules, and I recommend fully testing for any use of smart values such as {{addedfieldChange.values}}

That being noted...

It may be possible to do what you ask without using the advanced branch. Instead, iterate over the values in smart value to build a JSON expression to update the group picker field in a single edit. To confirm this, please post your entire rule for context of when / how you want the update made.

Kind regards,
Bill

d.kamposos

Hello @Bill Sheboy , thank you for your response.

So far I have this structure for my rule:

Where:
- It looks for changes in the 'Labels' field (Value added on create or edit).
- Assigns {{labels}}={{addedfieldChange.values}}
And for every value in {{labels}}:
- Checks if it contains '_Dpt' (which indicates that the label refers to a department)
- If it passes the check, it adds the User Group containing the employees of the department in the specified field I mentioned in my previous comment. The edit is done as such:
add fields.png

Then I have a second rule triggered when the custom field gets updated, that sends the emails to the groups, using the custom field as the 'receiver'.

As I said, the problem is that the iteration is done asynchronously, so the custom field doesn't always get populated with the correct data.

I would like to hear more about your suggestion to use a JSON expression, as I am not familiar with these more 'advanced' concepts of Jira automation.

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