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New to Automation - Email that lists out how many work items are in each status.

Theresa Baumgartner

New to Jira and automation. I have been trying to see how to automate a daily email on a project that reflects the number of work items in each status. Each status I want broken down such as "Backlog", "Ready to Pull", and "In Progress". I can get one to work in the automation rules but can't figure out how to get a second one to show in the same rule.

This is what I have and it works but for only one status.

Accepted answers

Bill Sheboy

Hi @Theresa Baumgartner -- Welcome to the Atlassian Community!

There are several ways to solve this, depending upon what you are doing with the information...

Let's say you and your team just want to review the counts together. That could be done with a Dashboard, selecting the project filter and using a gadget to summarize by the Status: pie chart, issue filter, etc.

If you still want an email, with just the counts, that could be done in at least two ways with automation rules:

Using repeated Lookup Work Items actions, get each count by Status, storing the result in Created Variables, and then use the variables in the email.
Or, assuming there are fewer than 100 total work items, use a single Lookup Work Items action and smart value, list filtering to gather the counts at one time for each status. For example:
- Ready to Pull count: {{#=}}0{{#lookupIssues}}{{#if(equals(status.name, "Ready to Pull"))}}+1{{/}}{{/}}{{/}}
- In Progress count: {{#=}}0{{#lookupIssues}}{{#if(equals(status.name, "In Progress"))}}+1{{/}}{{/}}{{/}}
- ...

Kind regards,
Bill

All comments

Kate

Welcome to Jira @Theresa Baumgartner

Have you looked into Filter Subscriptions by any chance?

Rather than use Automations, Jira Filter Subscriptions is an option to send out regular email updates based on a saved search. You can set it up for yourself or a team, choose how often the emails come through (daily, weekly, monthly, or whatever custom option works for you), and even decide whether to get emails when there aren’t any matching issues.

Scroll to "Subscribe to a filter" section here

Theresa Baumgartner

I thought about the filter subscriptions but I only need the count of how many work items are in the status and not the list of actual items. Is there a way to do a filter for just the number of issues in a project vs a list of those same issues?

Bill Sheboy

Hi @Theresa Baumgartner -- Welcome to the Atlassian Community!

There are several ways to solve this, depending upon what you are doing with the information...

If you still want an email, with just the counts, that could be done in at least two ways with automation rules:

Using repeated Lookup Work Items actions, get each count by Status, storing the result in Created Variables, and then use the variables in the email.
Or, assuming there are fewer than 100 total work items, use a single Lookup Work Items action and smart value, list filtering to gather the counts at one time for each status. For example:
- Ready to Pull count: {{#=}}0{{#lookupIssues}}{{#if(equals(status.name, "Ready to Pull"))}}+1{{/}}{{/}}{{/}}
- In Progress count: {{#=}}0{{#lookupIssues}}{{#if(equals(status.name, "In Progress"))}}+1{{/}}{{/}}{{/}}
- ...

Kind regards,
Bill

Kate

Apologies, I misread your original requirements!

Looks like @Bill Sheboy has a great set of options for you Good luck

Theresa Baumgartner

Going to try that and see if it works for what I am trying to email.

Theresa Baumgartner

Thank you - this worked great - I did have to do the lookup and create variable for each due to the number of work items but I got what I needed.

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