Automated Email based on a list of users in a CSV

Jamie Edmondson March 19, 2024

I wanted to know if anyone would understand how I can have Jira automatically send a scheduled email out based on a list of users provided in a CSV file. The file updates every week and the users will vary from week to week.

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Bill Sheboy
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April 4, 2024

Hi @Jamie Edmondson 

Depending on the number of recipients and the specifics of the email content for different recipients, this is possible with an automation rule.

If the email varies by recipient and there were fewer than 100 recipients...

  • The list could be uploaded to an issue as an attachment file
  • An automation rule could call the REST API function to read the attachment content, and then iterate over the values to send the email.

If the email is the same for all, the same steps could be used, possibly only limited by the email send capabilities of your Jira license level.

Kind regards,
Bill

Jamie Edmondson April 4, 2024

Ok nice! I will try this out. Thank you! So far, I had written a Python Script to extract the worklogs I needed for time tracking and then used that to determine who needed to be sent a reminder email. Then I used Power Automation to grab the file and send the email. But, if I can use Jira Automation - I want to know that too. Thanks again!

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Pablo Vergara
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March 20, 2024

Hi @Jamie Edmondson - if you don´t want to rely on any external/third-party Jira add-on (extra $$$), the only challenge I see here is where to store that CSV file so it can be accessed from within Jira.

Thinking out loud about options that wouldn't require a third-party Jira add-on, I can see a couple of options: 

  • Using an Automation for Jira rule with a Scheduled action that uses a lookup table where the email recipients are stored and maintained. Let me know if you would like to explore this option further.
    • Keep in mind a lookup table can only store 200 entries
  • Using an Automation for Jira rule that sends a web request to an external service that provides storage and an API to access and retrieve the data from the CSV file as a response to the request.

Best regards,

- Pablo / ServiceRocket SSE

Jamie Edmondson April 4, 2024

Thank you!!!

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