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How can I send an email to the reporter of a linked issue using jira automation


Use Case

When an issue is transferred from the helpdesk to the second line, a new action is created for that department and the helpdesk issue is linked to it. When the sprint starts, I want the reporter of the helpdesk issue to receive an email indicating that the issue will be addressed within the coming sprint. I tried with the automation below, but that didn't work. Someone who can help me?


Linked issue.png

1 answer

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Answer accepted
Bill Sheboy
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Nov 17, 2023

Hi @Alfons Mientjes 

You described sending the email when the sprint starts, but this rule is triggered on sprint created.  Is that what you wanted?

Back to your original question...


Have you considered just adding the Reporter as a Watcher when the issue is created?  Then they could see all changes for the issue's progress?


If you still want to send the emails to the Reporter...The automation sprint triggers do not have any issues.  This is why your rule needed to branch to the issues in the sprint.  And the linked issues are not in the sprint.  As branches cannot be nested one within the other, a work-around is needed to identify the linked issues for the issues in the sprint.

  • First gather all of the linked issues, of the issues in the sprint.  This can be done using Lookup Issues action, with this JQL (substituting in your project name):
    • project = yourProjectName AND sprint = {{}}
  • Then extract all of the linked issues for the lookup issues result, using an iterator and created variable:
    • variable name: varLinkedIssues
    • smart value: {{#lookupIssues}}{{issuelinks}}{{^last}},{{/}}{{/}}
  • The variable can then be used in a JQL branch:
    • key IN ({{varLinkedIssues.split(",").distinct.join(",")}})
  • Finally proceed as you have already done, checking the project first and then sending the email for each issue

How this works...

  1. The Lookup Issues gathers the issue for the sprint
  2. And all of the possible links are extracted into a created variable, separated by commas
  3. There are duplicates in that list (due to how Jira links issues) and so those can be removed using the distinct function
  4. And the remainder may be used in a JQL search for the branch

Please note this rule will need to be multi-project in scope, and so stored at a global level by your Jira site admin.

Kind regards,

Thank you very much, i have to figure out how i have to put in the automation. Good lesson

Like Bill Sheboy likes this

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