Global automation - mailing

[Michael Schmid]

Dear community,

in our company, we would like to send automated emails to our tenants when the maintenance of an asset (like for example "automatic sliding doors") is one week overdue. 

Therefore a former colleague created a workflow in Jira that includes:
1) searching for an asset group, and within this group searching for all the assets with a maintenance date 7 days ago
2) creating a ticket
3) sending a mail to the tenants

The problem now is that it sends one mail per single asset (so in this example for each door) to the tenants, which is certainly not that pleasant for them.

So i would like to group or filter it somehow, that it only sends one mail to each tenant, however there might be several "automatic sliding doors" with the same maintenance date. 

Unfortunately I am totally overwhelmed and don't know how to update this rule.

I am very glad to get some feedback.

Many greetings

Michael

[Connor · Accepted solution]

Hi @Michael Schmid the reason it sends 1 email per asset, is because of the AQL branch. It's searching for each asset with a maintenance date 7 days ago, and performing the remaining actions for each asset it finds. 

Try branching on the Tenants, then using the "lookup objects" action to find assets of that tenant with a maintenance date 7 days ago. Add a condition to make sure the lookup found greater than 0 assets. Then send the email and use the {{lookupObjects}} smart value to list all the assets that were found in the lookup. Take a look through this documentation to get a better idea of what I'm talking about.

• https://support.atlassian.com/cloud-automation/docs/jira-automation-actions/#Lookup-objects 
• https://support.atlassian.com/cloud-automation/docs/jira-smart-values-insight/ 
• https://support.atlassian.com/cloud-automation/docs/jira-smart-values-lists/ 

[Michael Schmid]

Thank you so much, @Connor !

That was the hint I needed :)

[Connor]

You're welcome Michael, glad I could help :)