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Create Automation to send one email for a list of closed tickets

Hoa Walsh

Hi Jira Community!

I am trying to use automation to send one email with a list of closed tickets with some details like the key, summary, assignee, and last comment, for each closed ticket.

I found article "Run a rule against issues in bulk" (URL: https://confluence.atlassian.com/automation/run-a-rule-against-issues-in-bulk-993924653.html ) but I think it might be dated because when I ran the automation, it generated an email for each ticket instead of one email with a list of tickets. Below are my setup and log.

The JQL:

(project = FS AND assignee IN (712020:f033c51b-9d71-4374-88f0-d41003981be4, 712020:e19a5a7e-cdc8-4104-b87c-9dd3953df1f9) AND status IN (Cancel, Canceled, Closed, Completed, Declined, Done, "Done -", Failed, Resolved) AND resolved >= -1d)

2024-09-05 22_30_18-Audit log - Automation - Financial Systems - Jira — Mozilla Firefox.png 2024-09-05 22_30_25-Audit log - Automation - Financial Systems - Jira — Mozilla Firefox.png 2024-09-05 22_29_55-Audit log - Automation - Financial Systems - Jira — Mozilla Firefox.png

Please let me know what I am missing.

Thank you! Hoa W

Accepted answers

Trudy P Claspill

Hello @Hoa Walsh

When you put the JQL in the Scheduled trigger then the actions in the rule will be executed for each issue.

Instead put the JQL in a Lookup Issues action. You can then add the entire result set into one email using syntax like this

{{#lookupIssues}}
names of fields in the issue
{{/}}

All comments

Trudy P Claspill

Hello @Hoa Walsh

When you put the JQL in the Scheduled trigger then the actions in the rule will be executed for each issue.

Instead put the JQL in a Lookup Issues action. You can then add the entire result set into one email using syntax like this

{{#lookupIssues}}
names of fields in the issue
{{/}}

Hoa Walsh

Hi @Trudy P Claspill !

You've been very patient and helpful in helping me with my ask and I truly appreciate it! I am a beginner to jira automation, and your assistance has been instrumental in my team's success. So again thank you so much!!

With that said, I did move the JQL to the lookup issue action and added the lookup fields and I notice the log shows the information but when the email was sent, it doesn't seem to pull the same information.

2024-09-06 09_36_58-Audit log - Automation - Financial Systems - Jira — Mozilla Firefox.png 2024-09-06 09_33_39-Audit log - Automation - Financial Systems - Jira — Mozilla Firefox.png

Hoa

Trudy P Claspill

Hello @Hoa Walsh

Your syntax is incorrect here:

Screenshot 2024-09-06 at 8.53.13 AM.png

If you want the header text to appear only once, put it before the {{#lookupIssues}} tag.

Between the {{#lookupIssues}} and {{/}} tags list just the field names and don't use curly braces.

Ticket,Created,Assignee,Requestor,Summary,Last Comment.Resolved
{{#lookupIssues}}
key,created,assignee.displayName,summary,last.comment,resolved
{{/}}

Hoa Walsh

Hi @Trudy Claspill ,

I copied your syntax and tried again but the email shows the value as text.

2024-09-06 11_18_11-Rule builder - Automation - Financial Systems - Jira — Mozilla Firefox.png

But the log still show the ticket details correctly.

2024-09-06 11_19_21-issue resolve this week - Message (HTML).png

So when using the lookup smart values (ie {{lookupIssues.key}}), this doesn't show values in the email but it does in the log.

When I use your syntax in the log, it doesn't pull back the values in the log either. So I have a feeling the {{lookupIssues.key}} smartvalues is the way to go, at least in the log.

Just for "kicks and giggles", I use the syntax that I had tested out a couple nights ago (I can't find the source to reference here, I will update if I do) and it worked! I'll have to play around with the fields I need but this is getting me to the right track!

2024-09-06 11_28_38-issue resolve this week - Message (HTML).png

Thank you!

Hoa

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