Jira Automation: Merge accountIds from Project Roles and notify only active users

Raissa Nepomuceno Epaminondas

Hi everyone,

I’m trying to implement a Jira Cloud Automation rule to notify leadership users when the percentage of Bugs in the backlog exceeds a threshold.

The email recipients must be dynamically retrieved from Project Roles.

Main Requirement

The automation must:

• Retrieve users from multiple Project Roles

• Merge all returned accountIds into a single list

• Remove duplicated users

• Validate which users are ACTIVE

• Retrieve email addresses only for ACTIVE users

• Send emails only to ACTIVE users

• If ALL users are inactive, send email to a fallback user

---

Current Automation Logic

What I tried so far:

<strong>GET</strong> Role PO (/rest/api/3/project/{{project.id}}/role/12067)
&darr;
<strong>GET</strong> Role SM (/rest/api/3/project/{{project.id}}/role/12064)
&darr;
<strong>Advanced Branch</strong>:
{{webResponses.body.actors.actorUser.accountId}}
&darr;
<strong>GET</strong> <strong>Admin API </strong>(https://api.atlassian.com/admin/v2/orgs/{orgId}/directories/{directoryId}/users/{{getAccountId}})
&darr;
<strong>Condition</strong>:
{{webResponse.body.data.status}}
&darr;
<strong>Send Email</strong>:
{{webResponse.body.data.email}}
<strong>ELSE</strong>
Send email to fallback user

Unfortunately, this is not working correctly.

Inside the Advanced Branch, {{getAccountId}} is coming empty in my environment.

Because of that, the Admin API request becomes:

/users/

instead of:

/users/{{accountId}}

which causes the API to return the first page of users from User Management.

After investigating with Atlassian Support, I now understand why this behavior happens.

---

Additional Attempts

I also tested:

{{ActorsAccountIdPO.concat(ActorsAccountIdSM)}}

but the variables seem to behave like strings instead of arrays.

Result example:

[id1][id2],[id3]

instead of a proper merged list.

I also tried a simpler merge approach:

{{accountIdPO}},{{accountIdSM}}

This worked partially for iteration purposes, but:

• I could not identify a reliable way to remove duplicated users

• the array/string behavior in Jira Automation seems inconsistent

The most stable workaround I found so far was:

{{allAccountIds.split(",").removeEmpty().distinct()}}

---

Important Constraint

I cannot use:

/rest/api/3/user?accountId={{getAccountId}}

because in our Jira Cloud environment the emailAddress field is NOT returned due to privacy restrictions.

Because of this, I had to use the Admin API instead:

https://api.atlassian.com/admin/v2/orgs/{orgId}/directories/{directoryId}/users/{{getAccountId}}

since this endpoint returns:

• email

• active/inactive status

---

Main Question

Is it actually possible to implement this logic reliably using only Jira Automation Cloud?

More specifically:

• What is the best pattern to merge accountIds from multiple Project Role requests?

• How can duplicated users be removed safely?

• What is the best approach to validate only ACTIVE users?

• How would you implement the fallback logic if ALL users are inactive?

Or would you recommend another approach instead, such as:

• Forge

• External API/service

Any guidance or architecture suggestions would be greatly appreciated.

Thanks!

Marcos Sanchez

Hello @Raissa Nepomuceno Epaminondas

As far as I can see on a first look, getAccountId is empty because you are retrieving

{{webResponses.body.actors.actorUser.accountId}}

instead of 

{{webResponse.body.actors.actorUser.accountId}}

the API call on the automation returns webResponse, without the 's'. In fact, I can see that you are properly using it on the rest of the flow, so it should work as expected then.

On the other hand, I'm not 100% sure that Automation for Jira maybe can't do that data process that you require. Specially the status checks and the deduplication.

If you are familiar with Forge, a small Forge app would fit greatly. If not, maybe you could develop some Python script on a Jenkins job or similar and run it as a service.

Regards!