Jira Automation: Adjusting Notifications for Pending Subtasks

[Igor Fernandes]

Hello, community!

I’m working on a Jira automation and need assistance to address the following scenario:

Context

This task involves enhancing the notification system for pending subtasks. The goal is to ensure that notifications accurately reflect the number of pending Estimations and Follow-Up Actions subtasks while being clear and relevant for users. Additionally, the notifications must be tailored based on the type of pending subtask.

Acceptance Criteria

1. The automation should filter issues by two specific types: Estimations and Follow-Up Actions.

2. Notifications should be sent individually to each assignee with the following conditions:

• If the assignee has only Estimations pending, the notification should mention only the count for this type and not include Follow-Up Actions as “0”.

• Similarly, if the assignee has only Follow-Up Actions pending, the notification should not include Estimations as “0”.

• If the assignee has both types pending, the notification should display the count for each type separately.

3. Notification messages should be adjusted to provide clarity and relevance for the user.

Functional Requirements

• The automation must be configured to send the exact count of pending subtasks, separated by type (Estimations and Follow-Up Actions).

• Notifications should include only relevant data for each user, avoiding unnecessary information.

• A dashboard should be adjusted to display a graph with the assignee on the Y-axis and the issue type on the X-axis, detailing both subtasks.

Required Tests

• Validate scenarios where the assignee has only Estimations subtasks to ensure the notification does not mention “0 Follow-Up Actions”.

• Validate the reverse scenario: when the assignee has only Follow-Up Actions pending.

• Test cases where the assignee has both types pending, ensuring the notifications display the counts correctly.

• Test the automation by sending notifications to yourself to validate the logic and message formatting.

Support Needed

I’d appreciate any suggestions or examples of Jira Automation configurations to handle the described conditions. If anyone has implemented something similar, I’d be grateful for any insights or shared solutions.

Thank you in advance for your support, community!

[Bill Sheboy]

Hi @Igor Fernandes -- Welcome to the Atlassian Community!

You are describing a very specific scenario.  What have you tried thus far to solve this need?

If you have an automation rule that is not working as expected, please post images of the complete rule and the audit log details, and explain what is not working as expected.  Those will provide context for the community to offer suggestions.

If you have not started a rule yet, I encourage you to try to do so.  The Atlassian Community is a place for people with related interests to learn and collaborate with one another.  It is not a free labor pool to implement requests upon demand.  If you regularly need help with rules, please work with your Jira Site Admin to learn more and seek their help.

To get you started on creating your rule, please refer to these documentation and example sources:

• 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/ 

I recommend trying to implement the scenario you describe incrementally, testing as you go by initially writing the results to audit log rather than sending messages.  After the logic is working, change from logged messages to emails or other message types.

Kind regards,
Bill