Automation: Customizing, When a task is near due → send email reminder

Massiel Estevez February 19, 2024

Looking to setup an automation of when a task is near due → send email reminder to assigned content writer and designer. Specifically looking to send reminder based on content due date and design due date, not the task due date. 

1 answer

2 votes
Trudy Claspill
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February 19, 2024

Hello @Massiel Estevez 

Welcome to the Atlassian community!

When you go to the Automation feature, there is a tab labeled Templates. If you click on that you'll see a selection of templates that you can use as a starting point for your rule.

Within that list there is a template for sending email when a due date is near. Take a look at that and let us know if you can extrapolate your rule from that template. Let us know if you have additional questions.

Screenshot 2024-02-19 at 10.41.01 AM.png

Massiel Estevez February 19, 2024

Thanks @Trudy Claspill , I used the template as my base but received a failed notification. I attempted to replace all the assignee info with Content writer and due date info with content due date but that didn't work. 

Trudy Claspill
Community Leader
Community Leader
Community Leaders are connectors, ambassadors, and mentors. On the online community, they serve as thought leaders, product experts, and moderators.
February 19, 2024

When asking for help with a failing Automation rule there are two things that you can do that will make it easier for us to help you:

  1. Provide screen images that show all the steps in your rule, and the details of each step.
  2. Provide screen images showing the details of the rule execution in the Audit Log for an instance when it ran and didn't do what you expected.
  3. Tell us in words how what it did failed to match your expectations.
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Bill Sheboy
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February 19, 2024

Hi @Massiel Estevez -- Welcome to the Atlassian Community!

Adding to Trudy's suggestions:

Please also let us know if you are using a Team-managed project or a Company-managed project.  You may find this information by looking at the lower-left side of the screen expanding area.

The type of project is relevant because if your Content Writer field is a "People" type field for a Team-managed project, that cannot be used to send an email with a rule.  Here is the suggestion to add that capability: https://jira.atlassian.com/browse/AUTO-519

Kind regards,
Bill

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Massiel Estevez February 22, 2024

Thanks, here is how's its currently setup but continue to flag as failed. Screenshot 2024-02-22 at 9.23.27 AM.png

Massiel Estevez February 22, 2024

With the following error message: Screenshot 2024-02-22 at 9.25.52 AM.png

Bill Sheboy
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February 22, 2024

The error with the JQL statement is the field Content Writer should be in quotation marks.

I recommend writing and testing that JQL stand-alone first with an issue search.  Once the field names and syntax are correct it can be used in the rule.

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Massiel Estevez February 26, 2024

okay, Is this how it should look? Screenshot 2024-02-26 at 11.59.12 AM.png

Bill Sheboy
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February 26, 2024

Yes, if that is the correct field name.  Again, I recommend testing that JQL stand-alone first to confirm it works as expected.

 

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