Send a notification of assigned tasks in a sprint (list)

Question

Hi all!

I am trying to set up an automation to be triggered, when sprint is started. Sprint start should trigger an email containing a list of assigned tasks to be sent to all users in project, who have assigned tasks in opened sprint (send a list of their own tasks, and skip users, who do not have tasks assigned in this sprint).

Task: Send a list of assigned tasks in a current sprint to assignee.

Condition: Send just once, and only to users, who have incomplete tasks assigned in open sprints.

As a background. We are working in a single project, but have multiple on-going sprints parallel. All on-going sprint work is combined to a single scrum board with query " project = "XX" and sprint in openSprints() ". Starting the sprint on this board will operate as a trigger to email sending.

I don't know how to limit the sending to a single email. Help! :(

Bill Sheboy · Answer

Hi @Veera

Just checking if the suggestions resolved your question.  If so, please consider marking them as "answered" to help others with similar needs find solutions faster in the future.

If not, please respond with additional details so the community can help.  Thanks!

Kind regards,
Bill

Veera_iwg1lb · Answer

Hi Walter! Thank you for taking the time to answer me, I really appreciate it. :)

To your questions:

- Our team works parallel on multiple Plans, which then have been divided into multiple boards (under which epics related to certain Plan are combined to).

- All sprints, which have on-going tasks are started parallel. We are working in six-week incrementations, which are always started with beginning of sprint -meeting, in which work Is reviewed, and assigned to team members based on their interest (open discussion), and availability.

- This request came from our team members.

We have been using a filter so far for everyone to review their work from all open sprints in Jira gadget, but I haven't thought about scheduled subscriptions - I'll give that one a go instead of the email. Thank you so much!

Walter Buggenhout · Answer

Hi @Veera,

There's quite a lot going on there that makes me want to challenge the practices your team is using. Things like:

* sprints are intended to create focus for your team - so when a sprint starts, why would you want to alert your team members of work from other sprints than the one being started (that entails the risk that instead of creating focus, people get pulled away to do other stuff);
* it seems as if you start a sprint in the tool, but do not use the opportunity to bring people together at the start of the sprint to share the sprint goals and involve everyone to contribute / ask questions / ...;
* why communicate about the sprint via email while you have the consolidated sprint board itslef as the single source of truth for what people should be working on / from?

Having shared that, it might be easier to communicate a list of open, assigned tasks to users via a filter subscription rather than via automation.

You could save the filter from your question and then add a group subscription to that filter (you can do that from the menu next to the saved filter's name) and schedule it to run weekly. You can even select the option to not send a notification email when there are no open issues returned by the filter.

Hope this helps!