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Jira Automation to Send a Report of Issues That Have Been in 3 or More Sprints

Amy Sliwinski

Hello,

Sometimes, our team has tickets that carry over from one sprint to the next.

For example:

Screenshot 2024-05-07 at 7.50.41 PM.png

My Product Owner is asking if there is a way to create an Automation that would send her a list or report of issue type: Story tickets that have been in 3 or more sprints, so we can try to proactively target finishing the last bits of work needed in order to be able to close them.

Is anyone aware of a way to do this?

I think I've found a way to set up the "When" and "If" portions of the rule, but am unsure of how to set up the email action to include some kind of a report of the search results.

Screenshot 2024-05-07 at 7.56.21 PM.png

If the automation is not possible, I suppose I could just provide her with a Saved Filter, but an automated report email would be awesome!

Accepted answers

Bill Sheboy

UPDATE as of 2024-May: the solution with the Lookup Issues action will not work with Jira Data Center as the Sprint field is not supported in the results yet: link to suggestion to add the field. Please see the bottom of this thread for other solution approaches.

Hi @Amy Sliwinski

You are using Jira Data Center, correct?

If so, you can do what you ask using the Lookup Issues action and smart value, list filtering...assuming you are only looking at 100 issues, or fewer. For example:

trigger: some trigger...let's assume scheduled without JQL
action: lookup issues with JQL to find issues in closed sprints

project = yourProjectName AND sprint IN closedSprints()

action: send an email with the list of issues in 3 or more sprints

Issues in multiple sprints:
{{#lookupIssues}}
  {{#if(sprint.join("~").split("~").size.gt(2))}}* {{key}} -- {{summary}}{{/}}
{{/}}

How that works...

The sprint field is a list, but does not always act like one in rules, particularly inside of an iterator
And so we force the sprint field to join the values with a known delimiter, split them into a list, and count the entries with size
When there are greater than 2 entries, we return the key and summary fields
All of that is repeated as it is inside of the lookup issues iterator

Please look here to learn more about those action / rule features:

Kind regards,
Bill

All comments

Alex Wills_xt8dbz

Hey Amy,

This is tough as the closedSprints() field doesn't support anything other than "IN , NOT IN" as you can see here.

Screenshot 2024-05-08 135626.png

Ajay _view26_

Hi @Amy Sliwinski

You could use the Jira JQL Filter subscription feature for your use-case. The only downside is that you would need to update the JQL every-time you create a new Sprint.

Cheers

Ajay

Heenaben Sardarbhai Chaudhary

you can use something like below into JQL search

issueType = Story AND resolution = Unresolved AND Sprint in closedSprints() AND sprint in openSprints()

Bill Sheboy

Hi @Amy Sliwinski

You are using Jira Data Center, correct?

If so, you can do what you ask using the Lookup Issues action and smart value, list filtering...assuming you are only looking at 100 issues, or fewer. For example:

trigger: some trigger...let's assume scheduled without JQL
action: lookup issues with JQL to find issues in closed sprints

project = yourProjectName AND sprint IN closedSprints()

action: send an email with the list of issues in 3 or more sprints

Issues in multiple sprints:
{{#lookupIssues}}
  {{#if(sprint.join("~").split("~").size.gt(2))}}* {{key}} -- {{summary}}{{/}}
{{/}}

How that works...

The sprint field is a list, but does not always act like one in rules, particularly inside of an iterator
And so we force the sprint field to join the values with a known delimiter, split them into a list, and count the entries with size
When there are greater than 2 entries, we return the key and summary fields
All of that is repeated as it is inside of the lookup issues iterator

Please look here to learn more about those action / rule features:

Kind regards,
Bill

Amy Sliwinski

Bill, thank you SO much for your help! You got me a lot closer than I was before!

I'm having some challenges with my smart values in my email body though. It is not generating any content in the body of the email, unfortunately.

Any chance you see what I am doing wrong? Thanks again!

Screenshot 2024-05-08 at 4.17.26 PM.png Screenshot 2024-05-08 at 4.19.08 PM.png

Screenshot 2024-05-08 at 4.20.09 PM.png

Amy Sliwinski

Thanks for the suggestion, Heenaben!

Amy Sliwinski

Thanks for the suggestion, Ajay!

Amy Sliwinski

And, yes, I am using Jira Data Center.

Bill Sheboy

Your expression is missing the pound signs before lookupIssues and before the if() expression.

Please review my earlier post, add the missing characters, and then re-test. Thanks!

Victor - Modus Create

Hi @Amy Sliwinski ,

In case this is helpful to other users, and based on my experience, you can find what you're trying to achieve using Notification Assistant for Jira Cloud.

- https://marketplace.atlassian.com/apps/1211069/notification-assistant-for-jira-email?hosting=cloud&tab=overview

Hope it helps.
Cheers,
Victor

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