Due Date Overdue Notification

Question

Hi,

I tried searching the forums although I don't find similar issue. I am quite new to Jira and right now my company is testing the software.

I initially wanted a notification to be sent to my team leads whenever a task status is changed and/or its overdue.

I tried adding watchers, however no one got notification.

Using the provided AI I setup 2 different automations:
1. When task status is changed. - Works fine
2. When task is overdue - This is where I have issue. The number of emails I get = to number of tasks overdue.

EG: 3 Tasks are overdue, then everyone gets 3 emails with same content (have mentioned all tasks in same email)

How can I have single email with all the tasks.

PFB Screenshot of automation:

Contents of email:

Igor Medeiros - Modus Create · Answer

Hi @Shashank Sejpal

Could you please share with us a screenshot of the Audit Log of this automation rule?

This will help with understanding how/why automation is sending separate emails.

However, if your team is exploring alternatives to have a better notification experience in Jira, I believe that our app Notification Assistant for Jira could serve as a possible workaround for your case.

It allows creating fully customizable templates, notification rules, and more.

Best,
Igor Medeiros

Shashank Sejpal · Answer

Hi @Walter Buggenhout

Thank you for the response.

1. For first example, my issue is my CXOs don't want to signup on Jira (rather my TL doesn't want them on Jira till we are using this tool 100%)

2. I think the above issue applies for example 2 as well. However, while we don't want to to focus on dashboard, we can definitely make account for them for sake of notifications. I tried this with Watcher feature but no one received email when tasks were updated (moved to different bucket or marked as done). Although I will check the filter route you mentioned.

3. Since you mentioned my automation looks correct, any reason my number of emails = to number of task overdue? Can't only 1 email be configured, since every email's content is same ie lists of tasks overdue

Walter Buggenhout · Answer

Hi @Shashank Sejpal and welcome to the Community!

A couple of things that might be helpful: it seems that you are already succeeding in pulling a list of overdue items through a Jira filter. That is already a very good and stable starting point. But you can do much more and different things with the results of that list than what you are trying to do.

For example:

* rather than notifying users via email, you could consider building a dashboard in Jira and use a filter results gadget to display the list of overdue issues in real time there. This would bring your users into Jira and increase adoption of the tool much more than when you keep using email to send daily lists.
* if you do insist on sending email notifications, you could consider saving a filter with overdue tasks by team and use Jira's built-in filter subscription feature to send a daily digest to team leads. If you are indeed on a free plan, that will keep you from using your limit set of automation rules you have on a monthly basis for sending emails and let you use them for more valuable automation actions. When you save a filter, subscription configuration is available from details next to the saved filter's name.

Hope this helps!