Jira Automation to send multiple emails in time

[Eric Guichaoua]

Hi,

I try to create an automation based on a manual trigger. I want to create some "validation" process for a document, but I can't use the workflow for that.

Basically, the automation gather some informations (the user which will validate the version X of the document ; the version number (1, 2 or final) ; the date when the validation is expected). Then the automation add a lable to the issue (Validation_Pending). Then an email is send to the user who should validate with the informations in the body.

In a perfect scenario, I would like the automation process to be able to check that "if the issue still have the "Validation_Pending" label, then send an email reminder (with the same info) at date-2day, date-1day and at the date provided in the initial prompt.

So what I've tried : I've set up this manual trigger with a prompt for thoses user's input, like :

• a single text field where I ask to write the email of the user who validate ; here I want to select a specific user by typping his name (but it could be someone different from the assignee, the watchers or the creator of the issue). I then use a variable {{userInputs.automationValidatorEmail}} to store the info and reuse it in the email action.
  Question 2 : I don't find any way to get a single user picker to gather this info, and then retrieved the email adress for the "send email" action).
• a single text field where I ask to write a date (default value DD/MM/YYYY). I then use a variable {{userInputs.automationValidationDate}} to store the info and use it in the email action.
  Question 3 : is there a way to get a date picker ?
• a multiple choice picker, where I've specified the 3 options for the versions of the document ("version 1", "version 2" or "final version"). I then use a variable {{userInputs.automationValidationState}} to store the info and use it in the email action.

Then I have an action to add the label "Validation_Pending" to the issue. No problem here.

Lastly I set an "Send email" action.
The To field use the {{userInputs.automationValidatorEmail}} variable.
Other variables are used in the body of the email. 

Question 4 : the issue has a weblink to the document version (stored outside of JIRA). Is there a way to get this link for the issue and pass it to the email body ? Sometimes we have multiple links attached to an issue, so a prompt asking the personn who trigger the automation, asking him to select a link between the multiple should be perfect. Is that possible ?

At this point of my experiment, I can't figure how to set other automation (in another branch of the same automation, or in another automation) to watch the ticket, check if the label is still here, and if so, send email reminder based on the date provided in the first prompt.

Thanks for your help. (sorry for my english, and best regards from France).

[Bharath Kumar Kappala]

If your Jira instance is not huge try reindexing your Jira instance that might help resolve the issue.