Jira Automation Sending Duplicate Emails for Multiple Open Tasks

Question

I am setting up a Jira automation rule to send an email to every user who has open tasks. The email should include details of all their open tasks in a single message sent to them every day. However, the rule is not working as expected.

Currently, if a user has three open tasks, the automation sends the same email three times instead of just once. Each email contains details of all three tasks, leading to unnecessary duplicates.

I want the automation to send only one email per user, listing all their open tasks. Has anyone encountered this issue before, and how can I modify the rule to ensure only one email is sent?

Igor Medeiros - Modus Create · Answer

Hi @Jira Admin

If you are open to using 3rd-party applications, our app Notification Assistant for Jira can help you with this scenario.

It allows you to create fully customizable notification schemes and templates.

You could create a notification rule similar to the one below:

The scheme above sends the following notification:

Feel free to reach out if you'd like to know more.

Best,
Igor Medeiros

Bill Sheboy · Answer

Hi @Jira Admin -- Welcome to the Atlassian Community!

Here is a knowledgebase article describing a rule to do that: https://confluence.atlassian.com/jirakb/automation-to-send-email-only-once-per-assignee-1310985609.html

Before building it, I recommend pausing to understand what problem you are trying to solve with a reminder email.  That is, "why do this?"

Emails like this can easily become "noise" to people, and so quickly ignored.  If your team is using any agile practices, they likely already have some form of Standup / Daily Scrum meeting that could better manage work progress.

Kind regards,
Bill