Automation Send Email After Sprint Ends

[Cyril James]

Friends, would love to send an email out to assignees of stories when a sprint ends and stories are still not in a Done status.  Also, would love to CC some managers.

Is there a canned approach to this.

Thank you!

[Bill Sheboy]

Hi @Cyril James 

There is no "canned report" for that, although you have a few options...

1. If all of the recipients are Jira users, you could create a saved JQL filter, and allow people to subscribe to it, on the schedule of their choosing.  To learn more about subscriptions, please look here: https://support.atlassian.com/jira-software-cloud/docs/manage-filters/#Subscribe-to-a-filter
2. You could create an automation rule, triggered on the sprint completion, and send the list of issues to the relevant people.  This would work regardless of people having a Jira user/license seat.
3. You could investigate marketplace options for reporting.

If you want to try creating an automation rule, here is some information to get you started, with documentation and example rules: 

• https://www.atlassian.com/software/jira/guides/automation/overview#what-is-automation
• https://www.atlassian.com/software/jira/automation-template-library#/rule-list?systemLabelId=all&page=1&pageSize=20&sortKey=name&sortOrder=ASC
• https://support.atlassian.com/cloud-automation/docs/jira-smart-values-issues/
• https://support.atlassian.com/jira-software-cloud/docs/use-advanced-search-with-jira-query-language-jql/

Kind regards,

Bill

[Cyril James]

Thank you.  All people have a Jira License.  Yes, automation rule at Sprint Completion.  Can we only send for Stories not complete or 

[Bill Sheboy]

Certainly, that is possible.  When the rule triggers on sprint created, you can use JQL to find the relevant issues...and that could be filtered by the status.

• trigger: sprint completed
• action: lookup issues with JQL to get the issues not completed and in that sprint
• action: send emails, to others as needed, with all of the issues in the lookup
• advanced branch: to send one email per assignee with only their assigned issues
  • variable: varAssignee
  • value: {{lookupIssues.assignee.distinct}} 
    • action: lookup issues again, adding to the JQL
    • action: send email to the specific person, {{varAssignee.emailAddress}} for their issues

First, try creating the JQL that would return the issues.  Remember when the rule runs you will have the {{sprint.id}} to use in the query.

I encourage you to experiment with the rule, perhaps in a test project, and log the results rather than sending emails.  Once it works how you want, work with your site admin to copy the rule to your actual project.

[Cyril James]

Thank you!  I will give this a try on Monday

[Cyril James]

Would this be more simple to just send one email to an email distribution list instead of trying to send one email to each owner of outstanding stories.  I think this would be better.

[Bill Sheboy]

In that case, you could just create a saved filter which returns all of the relevant issues, share it will people, and they can subscribe to receive the list when they wish (on a schedule).

[Cyril James]

The problem is my contractors won't subscribe.  I am trying to push this info to them via email

[Bill Sheboy]

You could use an automation rule to send to a single distribution list...

Or, you could create the saved filter, subscribe yourself, and then set up an email rule (in your email application) to automatically forward to the distribution list.

I suggest picking one approach, trying it, and observing what happens. 

Although if the people doing the work (i.e., your contractor staff) are not actively managing their own work, perhaps there are larger challenges than how to send out this communication.