How do you create a group for notifications

[jcho@subcom.com]

I would like to add a new group in the selection option for adding in people to be notified. How can I add a new group and also add in the people for that specific group?

[Joe Pitt · Accepted solution]

You can add a JIRA group to the notification scheme. Groups need to be created and managed by a JIRA administrator. 

[Dilan Kaplan]

@Joe Pitt 

Hi there, I was hoping that you may be able to give a hand on an issue im facing?

Ive set up a hierarchical approval scheme on Jira using conditions and hidden states in a single column, however, the speed of the process can be improved if I am able to enable a notification scheme for each transition of the approval

Is this possible? If so, any advice or direction would be greatly appreciated

Thankyou

Dilan

[Joe Pitt]

notifications are driven by notification events fired in the post processing of the transition. You can create custom events and replace the notification in the transition with your custom event. Custom events are automatically added to the notification scheme so you can add the needed group/users to that custom event notification. 

You need to be a JIRA admin to add events and update notification scheme. The documentation for adding events is clear. 

[Dilan Kaplan]

@Joe Pitt ,

Yes, the documentation has been very clear on how to create this process, however, I have around 8 separate user groups that are dependant on departments and document types. I have noted every possible instance in which a notification must be sent and it appears that I must create custom events for each possible notification instance? Is that right? or am I over-complicating this?

Thanks again for your time 

Best,

DK

[Joe Pitt]

Yes, If you want different groups notified for each transition. 

[Dilan Kaplan]

Thank-you.

[John Nguyen]

Hi all

I created a group notification and add all existing users to the notification group.  Everything works just fine... but now I want to add a new user to the existing notification stop bu I'm not able to find the notification group file....arg.. :-) .  Would you tell me how to get to the notification group file?

  Thanks

  John Nguyen

[Dilan Kaplan]

Hi @John Nguyen 

I was faced with the same issue, but I went directly to the user groups. 

As I set particular user groups for the notifications, I just added members into the User Group and then I didn't have to play around with the notification rules. That should do the trick.

[Victor Mutambuki · Accepted solution]

Jcho,

Go to Project Settings ->Notifications ->Edit Notifications ->add the group in mind.

If the group isn't created and you're not a JIRA admin, please have your JIRA admin create the group and populate it.

Victor

[Nick]

This should not be marked as correct as it does not answer the question in any way.

[Susan Waldrip]

Just came across this while researching something, thought I'd clarify for future use.

I believe the answer @Victor Mutambuki gave was in reference to @Joe Pitt's initial statement, "You can add a JIRA group to the notification scheme." And the path Victor provided was correct for that time but the interface has changed a bit since 2019 so here's the updated path to add a custom-created group to the Notifications Scheme:

Project settings > Notifications > Internal notifications > Actions button > Edit notifications > Add link for the applicable notification(s) > Group > select your group > Add button at bottom

Hope that helps!

[Joe Biland]

@Susan Waldrip Thanks for this clarification.  I'm continuing to research, but do you know if adding a group will in turn have each member of that group receive the designated notification ("A Work Item is created")?  Or does the group itself need an email address associated, like a distribution.  Hoping the answer is all members of the group get emails directly, but I'm not seeing that behavior when I added a Custom Group Field Value to the scheme and no emails have yet been delivered.

Thanks in advance! 

[Susan Waldrip]

Hi @Joe Biland , everyone in your group should get an email if they have access to the project that's sending that email. And glad you brought up distribution emails -- Jira/JSM doesn't accommodate distribution emails, that's what Project Roles and Groups are for, so it seems what you're trying to do is correct. Besides ensuring everyone in the group has access to the project, have you enabled Customer notifications for "Request Created" for the project?

[Joe Biland]

Thanks @Susan Waldrip 

We set up a custom group picker called "DEVITSD assignmentGroup Picker".  Then we added it to our internal notification scheme to get notified when a work item is created.  The intent was to auto-assign certain tickets to a specific team, notify them, then have them do the work of assigning it to the correct person on their team.

We have an automation that assigns the group to the ticket based on criteria in our Asset schema.  In this case, the group "DEVITSD - EUC" has only me as a member and I have access to the project we're working within.

The automation works correctly to assign the group.  After a couple attempts at testing the notification configured above without received any emails, we added an "And: Send Email" to the automation.

but it fails to send the email because it seems to be looking for an address.

Not sure this alternative approach would have ever worked -- and given the timing of the automation, maybe the system notification would work if the group was assigned on creation rather than after.

[Joe Biland]

I opened a ticket within the JSM itself and assigned the group prior to submission and the automation email worked just fine.  I added a "refetch work-item data" step in the automation and it worked as expected.

Thanks!

[Susan Waldrip]

Ah, great! That probably explains the "no value set" error, not enough time to process the step(s) needed to populate that field. Nice!

If you found this helpful, would you please accept the answer so others know they can rely on the info in this thread, thanks!