Send single email to all Project Role users using Jira Automation (Bulk status change)

Naresh Sampath

Hi Team,

I’m using Jira Cloud Automation to send emails on issue status changes.

Current behavior:

• In my project, there are 4+ users in the “System Process Owner” project role.

• Automation sends separate emails to each user in that role.

Requirement:

1. I want to send only ONE email to all System Process Owners together (single mail, multiple recipients).

2. If I bulk change issue status, automation should send only one email, not multiple emails.

3. The email should include the issue keys involved in the bulk transition.

I’ve attached screenshots of my current automation rule for reference.

Can someone guide me on how to configure this in Jira Automation?

Thanks in advance!

Marc -Devoteam-

HI @Naresh Sampath 

Before branching you should get all members of the role "System Process Owner", store this into a variable, use this variable later on in the "To" field of the mail action

You need to find a value to branch on, if you make this the found actors, each iteration will be based on a single actor, so you need another value.

Then in the branch do a lookup action to find all work items related to the actor and in the mail action, add the results of the lookup.

See also, this KB as guideline/example; https://support.atlassian.com/automation/kb/automation-rule-to-send-single-email-for-all-issues-per-assignee-due-next/