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How do I get notified by email every time a new task is added to a JIRA project?

Monique vdB

I searched for this but could not find an answer. I want to be notified (via email) every time a new task is added to our JIRA project. I don't want to follow every single task, but want to be aware of when there is something new that has been added. What is the best way for me to do this?

(@Peter Van de Voorde suggested this could be done through a search subscription but I'm not sure how to set this up and could use some pointers. Peter is on vacation so I turn to the community.)

Thanks for any help!

Accepted answers

Nic Brough -Adaptavist-

Two options:

1. Get the admins to change the project setup such that there's a role that gets notified on "create" events. Then put you in that role!

2. A subscription is available if you search for issues, save the filter and then click on "details" near the top. A subscription will email you a list of matching issues regularly. So you could do something like "Created > -20m" ("Issues created after 20 minutes ago" is the English description) and subscribe to it on a 15 minute loop. There's a nice option for "don't mail me unless you find at least one issue" in there, so you won't get 4 empty emails an hour.

Andy Heinzer

The subscription method to accomplish this would be the most configurable, but it would not provide real-time results. The subscriptions in JIRA are just running a saved filter search to find issues in JIRA, and then emailing the results to a user/group at a set interval.

First you need to create a JQL filter and save it in JIRA. I imagine your filter will likely want to look something like this:

project=xyz and issuetype=Task and created >= -1d order by created desc

This would find all the issues of that type in that project created within the last 1 day. Once you have that, you can then create a subscription to that specific saved filter. Steps on how to do this are in Receiving Search Results via Email - Atlassian Documentation

I would suggest setting the interval for this subscription to be equal to the time period in your JQL filter (ie in this case 1 day). That way you should get an email everyday from JIRA with just the issues that meet the criteria of that JQL search at that time.

Kelsey Smith_q07j5b

Sharing an update here for anyone looking for a more recent answer! I was able to create a new Notification Scheme specific for the project I want certain users notified of new issues on. In the Notification scheme, you can add individual users to the Issue Created event notifications using the Single User option. Or you can add multiple users to a Group and add the Group to the event. Only admins can do this.

All comments

Nic Brough -Adaptavist-

Two options:

1. Get the admins to change the project setup such that there's a role that gets notified on "create" events. Then put you in that role!

Monique vdB

Okay, I found the Subscription area under Details and set up a daily subscription without the empty emails

I'll report back on the results. Thanks @Nic Brough -Adaptavist-!

Andy Heinzer

project=xyz and issuetype=Task and created >= -1d order by created desc

Monique vdB

Thanks @Andy Heinzer, another great answer. I will try this on the other JIRA project I need to subscribe to and see how it goes!

Monique vdB

@Nic Brough -Adaptavist- this is working great for me, thank you! I have it set to send it daily and that is fine for my needs.

Mary Murphy

Worked like a charm over here...so much so the whole department wants in! Thanks @Andy Heinzer for answer and @Monique vdB for asking.

Monique vdB

Yep, I'm still using this and it's great! Thanks for letting us know it worked for you.

Matt Levi

So the current system for subscription emails based on a filter like this will continue to send me an email even if there's no change.

That's really not ideal, and I would like to know on an hourly basis, if not sooner.

Is it possible to have an option set for email subscriptions that DOES NOT send an email unless there's actually a new bug entered since the last time the subscription email was triggered?

I literally just want to be added as a "watcher" for jira tickets created in the future, and then removed as a watcher after I get that first email, essentially.

Utopian version would be I can just subscribe to emails at the project level. And choose what types of tickets I get emailed about (task/bug/epic/story/etc).

It's not ideal to have to get emails all day long to tell me nothing has changed.

Jess Sartin

I agree that it would be great to have the feature of instant notification on tickets.

For the subscription option, there is a checkbox that says "Email this filter, even if there are no issues found". Does unchecking that meet your needs?

Monique vdB

@Jess Sartin and @Matt Levi I don't get emails unless there have been new issues created that day, and it's a daily digest. I think that checkbox Jess mentioned is what helped me not get empty emails. (That would be annoying!)

Matt Levi

It appears I did have that check box on.

So I've turned it back off and we'll see if it helps.

15 minute intervals is probably short enough for a normal response time to a ticket.

Though it would still be nice if this could just be set at the project level. Where the project receives tickets, and then checks if there are subscribers who would want to know immediately. Still on my wish list, but I can make due.

Thanks guys!

Kelsey Smith_q07j5b

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