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Emailing summary of all overdue tasks to each Reporter

Mohammed_Zeyad

Hello Everyone,

So I'm trying to email send a summary of tasks "Waiting for approval" to each reporter every day. I've prepared an automation and it does send an email to each reporter but the content of the email contains all the tasks from all reporters not only his/her tasks.

Below are screenshots of the automations. If you kindly advise on that.

Screenshot 2025-06-05 at 9.23.20 AM.png

Screenshot 2025-06-05 at 9.20.07 AM.png

Accepted answers

Marc -Devoteam-

Hi @Mohammed_Zeyad

Welcome to the community.

You need to place the lookup issues action within the Branch.

Then based on reporter the issues will be searched.

Bill Sheboy

Hi @Mohammed_Zeyad -- Welcome to the Atlassian Community!

Please see this knowledgebase article which describes a rule for this scenario. For your case, you will need to change the JQL and fields used.

https://support.atlassian.com/jira/kb/automation-to-send-a-single-email-to-assignee-when-multiple-issues-are-due/

Kind regards,
Bill

All comments

arielei

Hello @Mohammed_Zeyad

You need to switch the lookup issues with Branch : JQL.

Marc -Devoteam-

Hi @Mohammed_Zeyad

Welcome to the community.

You need to place the lookup issues action within the Branch.

Then based on reporter the issues will be searched.

Mohammed_Zeyad

Is this correct?

Screenshot 2025-06-05 at 3.33.12 PM.png

Bill Sheboy

Hi @Mohammed_Zeyad -- Welcome to the Atlassian Community!

Please see this knowledgebase article which describes a rule for this scenario. For your case, you will need to change the JQL and fields used.

https://support.atlassian.com/jira/kb/automation-to-send-a-single-email-to-assignee-when-multiple-issues-are-due/

Kind regards,
Bill

Marc -Devoteam-

Hi @Mohammed_Zeyad

Yes, this should work.

Also see this KB article on the email action to list all found issues per reporter and list them in a single email.

https://support.atlassian.com/automation/kb/automation-rule-to-send-single-email-for-all-issues-per-assignee-due-next/

Mohammed_Zeyad

Thanks very much @Marc -Devoteam- , it worked out.

Here's what I changed:

Removed the JQL in the Trigger

Add a lookup after the trigger.

Add a lookup within the loop.

Change the variable Name from reporter to distinctReporter (less confusion) so that I can later use it in the lookup inside the loop to query as follows

status = 'Waiting for approval' AND due <= now() AND reporter = {{distinctReporter}}

And below is a screenshot for whoever sees this in the future:

Screenshot 2025-06-06 at 3.14.00 PM.png

Mohammed_Zeyad

Thank you, @Bill Sheboy, this actually helped.

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