Can I give a project role a task using a custom field?

Question

I have custom roles for a specific project. For the task there are multiple people that are liable and they need to be notified at the same time.

Can I assign a task to a specific role so that everyone assigned to that role in that project will get a notification?

Trudy P Claspill · Answer

Hello @Md_ Abrarul Huda

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Trudy P Claspill · Answer

Since there is no custom field type that will autopopulate with Project Roles you have a couple of choices.

1. Instead of using Project Roles create a User Group for each Project Role. Natively there is a custom field type for selecting from User Groups. Such fields do not allow you to filter what is available for selection, though, and would show all User Groups available in the instance.

You can also modify the Notification Scheme (for Company Managed projects) to have notifications go to the members of a User Group that has been specified in a User Group Picker custom field.

You can also send email to members of a User Group through Automation Rules.

2. Instead of using Project Roles use the Team field and create Teams that correspond to the Project roles. You cannot yet add the Team field to Notifications, but, according to Google AI,  you could use an Automation Rule to send a custom email to the members of the Team. Note I have not tested this to confirm it works.

In Jira Cloud, you can send emails to team members by creating an automation rule (Project Settings > Automation) that triggers on an event (e.g., issue created/updated) and uses the "Send email" action. Set the recipient to a Jira Group, user field (assignee/reporter), or use {{Team.team_members.emailAddress.join(";") }} for specific team fields.

Atlassian Community +2

Steps to Send Emails to Teams:

Using Automation (Recommended):

Go to Project Settings > Automation and create a rule.

Add a Trigger (e.g., Issue Created or Field Value Changed).

Add an Action: Send email.

In the "To" field, enter a specific Jira Group or use smart values to reference team members, such as {{issue.customfield_XXXXX.members.emailAddress}} (replace XXXXX with the team field ID) or {{Team.team_members.emailAddress.join(";")}} Atlassian Community.

Customize the subject and body, ensuring you use {{issue.key}} or other Smart Values to make the email relevant.

3. Create a custom Select List field and fill it with values that correspond to the Project Roles. Use an Automation rule to

a. call the REST API to get the members of the Project Role that has the same name as the value you selected

b. Parse the results to get the information needed to populate the recipients of a Send custom mail action in the rule.

Trudy P Claspill · Answer

What notifications do you want them to receive? Do you want to send them a single notification when this "Assigned Project Role" field has its value  field is set to a role? What if the field is cleared? What if the field is changed from one role to another?

What type of project does this concern; Software, Business or Service, Team or Company Managed?