Need help with Jira Automation for expiry date reminders

Aleksandra Sobusiak

Hi everyone,

I need help creating a Jira Automation rule for expiry reminders in my Proposals project.

I have:

• Issue type: Licences
• Custom date field: Data ważności DR (customfield_10986)

I need notifications sent to:

• Assignee
• Reporter
• Account Manager

Reminder schedule:

• 4 weeks before expiration
• 3 weeks before
• 2 weeks before
• 1 week before
• 1 day before

After the expiration date, Jira should send daily reminders until the issue status changes to:

• Closed Won
• Closed Lost.

Thanks in advance for your help! 😊

Alan Bruce

This is one way that should work for you but please test it out.

• Scheduled Automation - Run daily
  • Start date -> today
  • Never ends
  • Occurence -> 1 Days at 6am
  • + Add condition
    • Work item fields condtion
    • Issue Type equals Licenses
    • Status condition -> look for the proper status do that it only runs against an active status vs a closed status
• Next Component - If: Add a condition
  • IF or ELSE: Add condition options
  • + Add condition
    • Field -> Data ważności DR 
    • Condition -> equals
    • Click the 'Timeframe' tab
    • 4 -> Weeks -> From now
• Add component
  • THEN: Add an action
    • Send customized email
    • configure email
• Hover over the previously created 'If: matches' box and then click the 'Copy' icon
  • Edit the  newly created 'Else-If: matches' Condition
    • change 4 weeks to 3 weeks 
• Repeat above step for 2 weeks, 1 week, 1 day
• Hover over the previously created 'If: matches' box and then click the 'Copy' icon
  • Edit the  newly created 'Else-If: matches' Condition
    • Leave Field as Data ważności DR
    • change Condition to 'is after'
    • click the 'Field' tab and select  the 'Data ważności DR' cusom field
    • Click + Add condition
      • Field - > Status
      • Condition -> is not one of
      • Value -> Won, Lost
    • update the Then: Send customized email 

You could use JQL to find these as well.

I would only add myself to the email for now and then test this out on a test ticket by adding a condition that is specific to the test ticket. You can manually kick off a 'Scheduled trigger' automation by clicking the 3 dot menu in the top right corner next to 'Return to rules' and then select 'Run Rule'.

Hope that helps