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Creating automation where assignment is based on which department is selected. - for bugs and tasks

Jennifer Ness

Salutations,

Can I create an automation in jira where a notification email is sent to different people based on the different departments they are in? For example, IF department A is selected THEN assign to/send email to person a; IF department B THEN assign to/send email to person b,c, and d. I’m looking both to assign tasks this way and bugs.

I am project admin but not overall Jira Admin. I do not want to assign these tasks or bugs individually, one by one.

Accepted answers

All comments

Marc -Devoteam-

Hi @Jennifer Ness

Welcome to the community.

Yes you can automate this within your Jira project, as a project admin.

Gor Greyan

Hi @Jennifer Ness

Welcome to the Atlassian Community!
Yes, you can do it with Automation, using If/Else blocks and setting conditions, for each department and setting actions after each condition.

If you want, I can provide an example with a screenshot.

Jennifer Ness

It's good to know this is possible. Thank you! Now to find my way

Jennifer Ness

Thank you, Gor.

A screenshot would be lovely here. I'm just finding my footing...

Gor Greyan

Screenshot 2025-06-24 102112.png

Staffan Redelius

Hi Jennifer and welcome to the community!

Yes, you can create that using Automation with the limitation that you only can assign issues to one individual.

I guess Department A, Department B are custom fields?

Then create a If/Else statement checking when the field value changes and base the If/else on the value of the Department field. In the example below I called the Department field "External reference"

You can send the mail to several people.

Skärmbild 2025-06-24 082138.png

Best regards,
/Staffan

Gor Greyan

Dear @Jennifer Ness
Above, I provide Screenshot, here, I will provide detailed information.

1. First, you should set the trigger, it is when the automation should start to work.

I put there "Field Change" trigger, which is starting to work, when the Department field is changed.

2. You should set conditions. I used If/Else blocks.
It is checking if Dthe epartment is, for example, Account Management

3. Action- Assigning the issue to Gor Greyan and sending an Email to the appropriate person.

Then you can put an else condition, to check another Department and assign/send an Email for that one.

Let me know if you need further assistance.

Bill Sheboy

Hi @Jennifer Ness -- Welcome to the Atlassian Community!

I recommend using a Lookup Table rather than If / Else Block conditions for this scenario. This will make the rule easier to maintain and less likely to have errors due to replicating rule actions / conditions.

https://support.atlassian.com/cloud-automation/docs/jira-automation-actions/#Create-lookup-table

For example, let's assume your rule is triggered on Work Item Created, that your "department" custom field is a single-select option field.

trigger: work item created
action: re-fetch work item data
action: create lookup table (mapping the departments to the user account ID values
smart values condition: to check of looking up a value finds a user
action: assign to the looked-up user
action: re-fetch work item data
action: send email to the assignee

Before trying to write this rule, I recommend reviewing the basics of rule writing and testing:

https://support.atlassian.com/cloud-automation/docs/jira-cloud-automation/

Kind regards,
Bill

Jennifer Ness

@Stam Stam !

Thank you. I used both your and Gor's screenshots. It really helped me out. Automation up and running!

Jennifer Ness

@Bill Sheboy

Thank for the tip! I will look more into this.

The ability to maintain any automations I write is definitely a concern of mine as our company is very dynamic.

This support page is exactly what I was looking for as well. A solid foundation when writing this stuff is essential if you're going to build on it.

Do you know if Atlassian has a support page but in video format? I find I take in information much faster this way.

Jennifer Ness

Thank you for taking the time to answer my question. I'm always slightly amazed and a little taken back when a person takes their time to help someone else learn. It really helped me out. - and it is appreciated.

I suspect that we are going to use this platform more and more. I've seen the chaos that can occur when you don't have a firm gameplan from the beginning and I'm new to this platform.

Is there a video format teaching style that I can access? I see very solid, but dense, info in text - but having this in video can really speed my learning process.

Bill Sheboy

I recall some of the free training from Atlassian has videos, although I do not know if their automation training does so. The documentation and knowledgebase article rarely have videos.

And, even if such documentation had videos, it would become out-of-date quickly as the automation features and UX continually improve. I expect any introductory training would be mostly accurate for a bit longer.

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