Automation to exclude users from email if already a pre-selected assignee in a user picker field

Question

Hello!

I used the community post linked below to create an automation rule to send emails to users when they are selected in a user picker field (global field), however if an additional user is added from the pick list, the original user assigned gets a duplicate email. How can I exclude users the first user from getting the duplicate email?

https://community.atlassian.com/forums/Jira-questions/Utilizing-a-User-Picker-field-to-generate-emails-to-multiple/qaq-p/2895332

Example scenario using the custom field 'Action Item Assignee(s)':

A subtask is created and User #1 is selected from the Action Item Assignee(s) user picker field and receives an email that they have a new action item. User #2 was later identified as an additional assignee and was added as a second assignee along with User #1. Only User #2 should get an email that they have a new action item when they are added.

Thanks!

Jacquelyn

Jacquelyn Mosby · Answer

Hi Ashish! Thank you for your response.

Just clarify, where would I use that smart value in the automation rule?

Bill Sheboy · Answer

Hi @Jacquelyn Mosby

When your rule is triggered on a change to that specific field, you may try using the changelog smart values to detect a value was added, and only send emails to the added users.  This may be the fastest / simplest approach to implement.  However...

There are known defects with the accuracy of changelog data provided to rules for list and multiple-selection fields...and even when the changelog is accurate, user entry-errors could lead to "churn" in sending emails.  (e.g., select / deselect / select a user would send the email at least twice)

Thus another way to ensure an email is only sent once is to record somewhere to which users they were sent.  This could be done with a custom field, or better still, to an entity property to reduce the chance of tampering.  The rule may then check if the email was sent by checking the saved list, updating it when needed.

Kind regards,
Bill

Ashish Gupta · Answer

Hello @Jacquelyn Mosby ,
Good Day!

You can use the smart value {{addedfieldChange.values}} for Assignee(s) user picker field.
This will help to identify the most recent values that were added to the field and then can further be used to send email to the users.