Scheduled Automations

[Jishnu Unni]

Hello,

I am trying to create an automated email that is scheduled to run weekly. I want to get all Open issues and send one email with information related to these issues.

I was able to create the email successfully, but the issue is that one email is generated for each of the issues (for example, if there are two open issues, two emails are triggered). My goal is to send only one email for all open issues, but get the list of all issues in the same 

Is it achievable without using any JS and just through simple automation rules? I am also attaching the sample format below

-Jishnu

[Bill Sheboy]

Hi @Jishnu Unni -- Welcome to the Atlassian Community!

There are at least three built-in ways to do this with Jira Cloud:

• create a dashboard showing the issues, and send a weekly email with a link to the dashboard
• make a saved filter to return the issues, and allow others to subscribe to the filter for a weekly email
• use an automation rule, with a scheduled trigger and no JQL statement in the trigger; instead use the Lookup Issues action to include up to 100 issues in the single email: https://support.atlassian.com/cloud-automation/docs/jira-automation-actions/#Lookup-issues

Your current rule probably has JQL in the scheduled trigger, so if you adjust to the third method above that will change to send only one email per week.

Kind regards,
Bill

[Matthew Kijula]

Hi @Bill Sheboy - Any idea why I am receiving the attached error? I am using the automation rule method. All i want to do is schedule an email to be sent when the criteria matches. Thanks in advance.

[Bill Sheboy]

Hi @Matthew Kijula -- Welcome to the Atlassian Community!

That error is stating the problem: there are no issues to process because the trigger did not provide them.  Normally the rule editor gives a warning for actions stating there are no issues available, but apparently that is not showing for conditions.

When using the Scheduled Trigger, you may use it with or without JQL.  When you add JQL, the rule finds the issues and runs once for each issue found.

If you want one email for each issue, you could combine all of those conditions into the JQL, changing the rule to this:

• trigger: Scheduled, with JQL

project = "LOV (LOV)"
 AND status != Done
 AND "QA Due Date" > -1d

• action: Send email

If you want to send one email for all of the issues, try using the Lookup Issues action instead:

• trigger: Scheduled, with no JQL
• action: Lookup Issues, with the same JQL from above
• smart value condition:
  • first value: {{lookupIssues.size|0}}
  • condition: greater than
  • second value: 0
• action: Send email, listing the issues with a list iterator

{{#lookupIssues}}
* {{key}} -- {{summary}}
{{/}}

Kind regards,
Bill

[J_ Caldwell]

Would say the following ->

1) I'd start your own thread next time.

2) The problem is listed in the error. Your trigger is time based, not issue base, so there is nothing to "query" in the way you have done it. You would either need the trigger to be based off something relating to the issue (e.g transition, create, edit, etc.) or if you are looking to do something like "every Weds at 9am, search for these issues and then email me if there is more than 0 found" -> I'd say that you should be doing that with a filter and subscription -> that would serve you better more than likely. 

[Matthew Kijula]

Thank you both @Bill Sheboy @J_ Caldwell 

[J_ Caldwell]

So rather then automation, you should probably leverage a filter and subscription for that filter. You'll need to get a group of the folks you want to receive it. 

https://support.atlassian.com/jira-software-cloud/docs/manage-filters/