Sending a Single Email with Multiple Tasks Assigned to a User

Question

Hey All!

I have been trying to research this but with no luck on anything working. If I add the JQL search in the "When: Scheduled" it sends an email with the multiple tasks but then sends multiple more emails (= to the number of tasks assigned to that person) with the same information.

If I remove that and leave it as you see below, it now sends a single email... even if they don't have anything assigned to them.

Bill Sheboy · Answer

I believe the distinct list function works with all of the Jira versions.  Let's pause to get some context to see how that helps...

Please post the following:

* what version of Jira are you using Cloud, Server, or Data Center
* for Cloud, what type of project is this: company-managed, team-managed, etc.
* an image of your complete automation rule in a single image for continuity
* images of any relevant actions / conditions / branches
* an image of the audit log details showing the rule execution
* explain what is not working as expected and why you believe that to be the case.

Thanks!

Sean Kendall_gghknd · Answer

Hi @Bill Sheboy

Thanks! For reference, I am actually a rev ops person trying to leverage automation to track updates with customers so Jira is like a foreign language to me hah.

I had tried that article previously but the distinct fields don't seem to be something our environment has. Nothing comes up when I search for them. I tried just putting them in exactly how you have it to see if it still works and it doesn't. The "To" doesn't recognize the "distinct" email so it kicks it back as failed.

Bill Sheboy · Answer

Hi @Sean Kendall -- Welcome to the Atlassian Community!

Please see this article explaining rules for scenarios like this: https://confluence.atlassian.com/jirakb/automation-to-send-email-only-once-per-assignee-1310985609.html

The key concepts are:

* the scheduled trigger has no JQL
* the first lookup identifies the issues with assignees
* the branch limits to one-per-distinct-assignee
* the second lookup gathers just that person's issues

Kind regards,
Bill