Setting up reminder emails

[MB]

Hi,

We've just started using Jira for tracking tickets (we previously used Zendesk) and I'm interested in setting something up to get an email for various things like Start Date, Due Date, etc.

I'm thinking I'd want something like:

• 8AM - Send an email for any tasks/stories/whatever that have a Start date of today to remind me to work on the task.
• 8AM - Send an email for any items with a Due Date in the past that aren't in Done to remind me to go close or update my task

What is the best way to do something like this?  Does it have to be done as an Automation or can I do something more simple just for myself?

If it has to be an automation, can I set up an automation that only applies to me or does it have to affect an entire Project?  If it has to apply to an entire Project, can people opt-out if they don't want the reminders?

Does anyone have a simple tutorial on setting something like this up since I have no idea how to do much of anything in Jira so far other than type notes and close a ticket?

Thanks!!

[Mathew Lederman · Accepted solution]

@MB it sounds like you want a filter with the details you need to see and a subscription to that filter going to yourself at predetermined times throughout the day. Here are two good links on creating filters and subscritpions:

https://www.atlassian.com/blog/jira/jql-the-most-flexible-way-to-search-jira-3-of-4

https://support.atlassian.com/jira-software-cloud/docs/manage-filters/

[MB]

So that would let me set these up just for myself?  Is that right?

Would I need to go the Automation route if I wanted to setup a global reminder system so everyone gets emails when their tickets go past Due and things like that?

For now I'm fine doing one just for me but we might want to do something for everyone.

Thanks.

[Mathew Lederman]

By default, it's just you. But you can also add a Jira group to a subscription. If you wanted it to go out to everyone, in theory you could use the jira-users group. 

A subscription is just a periodic list of issues (what Jira calls tickets) that meet the criteria defined in your filter at the time it's sent.

If you want something like an email sent out when any specific issue goes past it's due date, that would require automation. 

[MB]

One last thing.  I see there's a Due Date option for "New Overdue".  Does that look at both the Due Date and the Status to see if the issue has been closed or not?  I originally chose Now Overdue and then also chose status that it shouldn't be, but I'm wondering if Now Overdue already does that on its own.

Do you know offhand?  I couldn't find an answer online so far.

[MB]

Well, i did a quick live test and the Now Overdue does only look at the date so I had to also say "Status Not Like Closed, Canceled, etc.

Thanks for the help.

[Mathew Lederman]

Are you able to share a screenshot? I'm not entirely following your question.

By default 'Due Date' is a date-only field that won't accept text and doesn't have options.

[MB]

I was just wondering it the "Now Overdue" date was smart enough to filter out items that are in Closed, Compelted, Done, etc status or if it only looked at the Date.

E.g. something Due yesterday isn't overdue if it's already closed.

But it doesn't appear that it does because I also had to code in the different statuses to ignore.

[Igor Medeiros - Modus Create]

Hi @MB

If your company is open to using 3rd-party apps, our app Notification Assistant for Jira can also be used to create this type of reminder emails and it allows you to choose who is going to receive it and when.

Feel free to reach out if you are interested.