When a story is createdm assign 2 subtask and then send an email

Alan Rodrigo

Hi, I'd really appreciate some help with this. I have an automation that creates two subtasks when a story is created. When these subtasks are created, it assigns them to different people, and once they're assigned, it sends an email notifying them of the subtask assignment. The only problem I'm having is that when the subtasks are assigned and the emails are sent, it's sending three emails instead of two, since only two subtasks were created and assigned. I've already disabled Jira's automatic notifications and everything, but it's still sending three emails instead of two. I've searched in the GPT chat and read everything, but I haven't found anything. I'd really appreciate knowing the exact steps to fix this.

Peter_DevSamurai

Hi @Alan Rodrigo , 

That extra email is likely from the rule triggering on the parent story or subtasks firing recursively. The key is to create subtasks in a "For: Current issue" branch after checking it's a story, then send emails only in subtask-specific branches (avoiding the parent). The image provided is a little bit blurry so I couldn't make out the content in it but you can try the rules below:

Set Up the Rule (Fix the extra emails):

1. Go to Project settings > Automation > Create rule.
2. Trigger: Issue created > Save.
3. Condition: Issue type equals Story (prevents running on subtasks) > Save.
4. Action: Create sub-task > Set summary, assignee (person 1), other fields for first subtask > Save.
5. Action: Create sub-task > Set summary, assignee (person 2), fields for second subtask > Save.
6. Branch: For subtasks > Recently created issues (matches the 2 new subtasks).
   • Inside branch: Condition: Issue type equals Sub-task (safety check).
   • Action: Send email > To: {{issue.assignee.email}} > Subject: "New Subtask Assigned: {{issue.summary}}" > Content: "Details: {{issue.description}}" > Save.

This runs once on story creation, creates 2 subtasks, then emails only for those subtasks (no parent email). Disable "Allow rule trigger" if recursive (rule details > Uncheck). Test by creating a story -> This should send exactly 2 emails. If still 3, check logs (Automation > Audit log) for extra triggers.

I hope everything works out well for you. 

Best,

Peter