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Hi Everyone! Is there any way to send across reminders from a dashboard to PM/Owners?

Reminders by filtering out 1. "Assignee not assigned for milestone, artefact,issue",
2. "No due date for milestone, artefact, issue etc"
3. Upcoming due dates and reminder to finish those tasks
4. Milestones, issues or artefacts that are not updated in previous week, a reminder for that.. all them being mutually exclusive reminders

 

It would be great if anyone can help with work around, if any or has prior experience 

2 answers

1 accepted

0 votes
Answer accepted

Hi @Wani, Yash 

I can think of a couple of options here:

  1. Use Filters/Subscriptions to send these updates to users - you'd likely need one per list item
  2. Create a Dashboard and/or a Confluence Page summarising this information - which would be more real-time
  3. Send single reminders via Automation (per Issue, rather than per Filter)

---

Dynamic Filtering

As a general note - you can create dynamic search filters based on any User Picker field, that provides results based on the user who is logged in. The function for this is currentUser()

For example, if the "Assignee" contains the Owner, you could use this filter:

Assignee = currentUser()

^ If you then sent a Subscription to all Assignees, they'd each get their own specific results, based on only one filter. This saves you creating a filter per PM/Owner.

---

Option 1 - Filters/Subscriptions

Subscriptions are a way to send a list of Issues to a user via email, based on a schedule.

To do this...

  • Go to Filters > Advanced Issue Search
  • Switch to JQL
  • Create a Filter which has a dynamic set of results - for example, to find open issues assigned to a user, the JQL might be....
    • issuetype = Milestone and due is EMPTY and Owner = currentUser()
  • Set the Columns to be the fields you want to include in the email
  • Once you're happy with the query - save the filter
  • Once saved, press Details
  • In the pop-up, select New subscription
    • For Recipients, send it to a user Group with all the relevant users in
    • Set the Schedule/Settings - and press Subscribe

Users should then receive an email based on the schedule and the filter results.

---

Option 2 - Dashboard/Confluence Page

A Dashboard could provide a summarised view of all 4 list items in one view.

You would need to:

  • Create the dynamic Saved Filters, as mentioned above in Option 1
  • Set these on relevant Dashboard Gadgets to display the results

For example, you could use the Filtered Results Gadget to provide lists of Issues, like in Issue Search.

A similar alternative would be to have a Confluence Page instead, and use the Jira Issues Macro, and the Jira Charts Macro, to visualise your data.

---

Option 3 - Automation

This option is probably better suited to single Issue reminders.

You can use Automation to send custom notifications - for example, if you wanted to remind Owners that a single Issue was missing a Due Date once a week, you might use this rule:

  • Trigger: Scheduled
    • Run Rule every = 1 weeks
    • Run a JQL Search = checked to "TRUE"
    • JQL = due is EMPTY
  • Action: 
    • Comment on Issue OR Send Email
      • Send details of the Issue's Key to each Owner - you can mention specific details like the Key, the Owner's name, etc using Smart Values

---

Lots of options to try here! Let us know what you think!

Ste

Hey Stephen, Thank you for such detailed answer. I'm surely working on them! Thanks a bunch :)

0 votes
Dave Mathijs Community Leader Jan 11, 2023

Hi @Wani, Yash welcome to the Atlassian Community!

You can create filters for these criteria, share the filters with the PMs/Owners, add the filters to a dashboard an create a subscription to be sent on scheduled dates/days.

Thanks Dave. Just a following up question.

How to create a subscription model where everyone PM/Owners receives all updates but at same time particular person receives only his/her specific update/query? 

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