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How to send a weekly email update with uncompleted issues on a project?

Jonathan Chatfield

Hello,

We are going to move to a jira data center as I am testing out functionality for my company.

I want to send a weekly email update with uncompleted issues on a project.

I want to have the unresolved issues (epics, stories, and subtasks).

It would be amazing if I could categorize it the unresolved issues by assignee.

I have looked through multiple threads and got a successful email to send to me on any tasks that have been updated since the last search was done. I want to see all the unresolved tasks even if it repeats itself.

On the screenshot I know it is 5 minutes as I will change it to seven days when the automation is completed.

Can someone help with this ask? Jira Automation Email.jpg Jira Email.jpg

Accepted answers

Kalyan Sattaluri_iinm1n

Hello @Jonathan Chatfield

To categorize by assignees, you need to know/hardcode their names in your email template.

I dont think thats useful as team members move/added etc and its maintenance nightmare.

Also, open Epic/Story/Subtasks in 1 email gets wild ... as sub-tasks are special kind of issue type..

You could, instead think of adding a column where, for each story, you list count of open sub-tasks.

But the last part is little advanced and we are better off focussing on making your email template be more helpful in other ways, such asm instead of assignee, catgegorize by issue type..

So to summarize, categorizing by assignee needs you to either hard code assignees in your email.. OR, simply sort the JQL so assignee is listed by the clause you have shared.

such as project = HOC and status != Done ORDER BY assignee

Hope it helps and share your thoughts.. Thanks!

Darryl Lee

Hi @Jonathan Chatfield !

The advice and template from @Kalyan Sattaluri looks spot on.

One thing to add:

I have looked through multiple threads and got a successful email to send to me on any tasks that have been updated since the last search was done. I want to see all the unresolved tasks even if it repeats itself.

The key to this is to uncheck "Only include issues that have changed since the last time this rule executed":

Screenshot 2024-08-25 at 12.04.40 PM.png

All comments

Kalyan Sattaluri_iinm1n

Hello @Jonathan Chatfield

To categorize by assignees, you need to know/hardcode their names in your email template.

I dont think thats useful as team members move/added etc and its maintenance nightmare.

Also, open Epic/Story/Subtasks in 1 email gets wild ... as sub-tasks are special kind of issue type..

You could, instead think of adding a column where, for each story, you list count of open sub-tasks.

But the last part is little advanced and we are better off focussing on making your email template be more helpful in other ways, such asm instead of assignee, catgegorize by issue type..

So to summarize, categorizing by assignee needs you to either hard code assignees in your email.. OR, simply sort the JQL so assignee is listed by the clause you have shared.

such as project = HOC and status != Done ORDER BY assignee

Hope it helps and share your thoughts.. Thanks!

Kalyan Sattaluri_iinm1n

Here is a template, will need to be customized for your Jira set up .. for example, confirm your Epic is infact called Epic and not Feature etc... but should get you started with email.. Trigger your rule and see the output and you can customize as needed...

Open Epics

<table border="1">
<tr>
<th style="width:100px">Key</th>
<th style="width:150px">Issue Type</th>
<th style="width:150px">Assignee</th>
<th style="width:150px">Summary</th>
<th style="width:1000px">Created</th>
</tr>

{{#issues}}

{{#if(equals(issueType.name, "Epic"))}}
<tr>
<td><a href="{{url}}">{{Key}}</a></td>
<td>{{fields.issuetype.name}}</td>
<td>{{assignee.displayName}}</td>
<td>{{summary}}</td>
<td>{{created}}</td>
</tr>
{{/}}
{{/}}</table>

-----------------------------------------------------------------

Open Stories

{{#issues}}

{{#if(equals(issueType.name, "Story"))}}
<tr>
<td><a href="{{url}}">{{Key}}</a></td>
<td>{{fields.issuetype.name}}</td>
<td>{{assignee.displayName}}</td>
<td>{{summary}}</td>
<td>{{created}}</td>
</tr>
{{/}}
{{/}}</table>

-----------------------------------------------------------------

Open Defects

{{#issues}}

{{#if(equals(issueType.name, "Defect"))}}
<tr>
<td><a href="{{url}}">{{Key}}</a></td>
<td>{{fields.issuetype.name}}</td>
<td>{{assignee.displayName}}</td>
<td>{{summary}}</td>
<td>{{created}}</td>
</tr>
{{/}}
{{/}}</table>

-----------------------------------------------------------------

Trudy P Claspill

Hello @Jonathan Chatfield

Rather than use an Automation for this, you could use a Saved Filter and ask each person to subscribe to it.

The filter you would use is:

project=XXX and Resolution is empty and assignee=currentuser()

Each person subscribed to the filter would get a list of the unresolved issues in project XXX where they are the Assignee.

If you have a reason that you must use an Automation rule then, depending on the version of Jira you currently are using, you could use a Lookup Issues action inside the Scheduled rule rather than have your filter in the Scheduled trigger. Then you could use branching to look at each distinct Assignee in that results set, do another Lookup Issues action for that Assignee, and send the results in an email to that Assignee.

You can find information on the Lookup Issue action in the documentation about actions:

https://confluence.atlassian.com/automation/jira-automation-actions-993924834.html

And there is a separate page for documentation on Branches:

https://confluence.atlassian.com/automation/branch-automation-rules-to-perform-actions-on-related-issues-993924648.html

Darryl Lee

Hi @Jonathan Chatfield !

The advice and template from @Kalyan Sattaluri looks spot on.

One thing to add:

I have looked through multiple threads and got a successful email to send to me on any tasks that have been updated since the last search was done. I want to see all the unresolved tasks even if it repeats itself.

The key to this is to uncheck "Only include issues that have changed since the last time this rule executed":

Screenshot 2024-08-25 at 12.04.40 PM.png

Jonathan Chatfield

This has been amazing help! I love the template email you have given me as I have added columns to it and so much information can be sent out from it! I really appreciate this!

Jonathan Chatfield

Thank you for this insight for the search option, but this will mainly be for my manager and director to get a easy reminder of how the team is doing! I appreciate the links and insight!! =D

Jonathan Chatfield

Thank you for the extra bit of information! @Kalyan Sattaluri has really helped me get that information and I love your bit as well!

Kelly Arrey

Hi @Jonathan Chatfield,

@Trudy P Claspill's suggestion sounds like exactly what you need. Once you get the filter right, create a subscription to the filter for your manager and director, and they'll get a weekly email with the full report.

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