Single email for assignee when multiple issues are due for that assignee

mohit jangid November 4, 2024

Hey,
I want to send a single email through automation. The scenario is like, I have multiple issues, and they are overdue at a same time. for this instead of getting single email for each issue, I want to get a single email to the assignee which comprise of all issues which are overdue. I want to try in cloud and data center version so please let me know it both the cases if it is feasible or not

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3 answers

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2 votes
Answer accepted
Bill Sheboy
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November 4, 2024

Hi @mohit jangid 

Please see this article from Atlassian describing an automation rule to do that.  For your case, update the JQL used in the Lookup Issues action to meet your needs:

https://confluence.atlassian.com/jirakb/automation-to-send-email-only-once-per-assignee-1310985609.html

Kind regards,
Bill

Fazila Ashraf
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November 4, 2024

Wow Thank you @Bill Sheboy .. didnt know that this was possible.. 

@mohit jangid , check this.. i would accept this.

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mohit jangid November 4, 2024

Thank you @Bill Sheboy, It's working perfectly and one thing more i would like know is "can we do the same automation in Jira Data Center Version"? 

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John Funk
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November 5, 2024

Yes, you should be able to. 

Bill Sheboy
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November 5, 2024

I am glad to learn that is working, and...

Data Center automation rules do not support the Advanced Branch over smart values yet and so this technique is not possible: https://jira.atlassian.com/browse/JIRAAUTOSERVER-749

A more complicated approach for Data Center would be to use two rules: the scheduled trigger one and a recursive rule, triggered on Incoming Webhook.  That would be passed the list of assignees and it would process one user, remove it from the list, and if there are any remaining, call itself again using the Send Webhook action.

2 votes
John Funk
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November 4, 2024

Hi Mohit,

Set up a filter for the issues you want with assignee = currentUser() in the filter. Then you you can do a Filter Subscription and send it when you like. But be sure to click off the box to send the email even if the filter is empty.

John Funk
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November 4, 2024

Why are you trying to make it complicated? The Subscription with that filter will give you an email to each Assignee with the issues for that Assignee. 

mohit jangid November 4, 2024

hy @John Funk In filter subscription in there any way to customize the email content in jira data center version?

John Funk
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November 5, 2024

It will send the fields that you identify in the filter. 

2 votes
Fazila Ashraf
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November 4, 2024

Hi @mohit jangid 

Instead of automation, use the filter subscription for this use case. 

Refer to https://support.atlassian.com/jira-software-cloud/docs/manage-filters/#Subscribe-to-a-filter

mohit jangid November 4, 2024

Thankyou, I want to understand it thoroughly like how can i restrict individual assignee to get the mail only when there is no overdue issue. and is there any way we can do this via automation

 

Fazila Ashraf
Community Leader
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November 4, 2024

Filter -> assignee = currentUser() and duedate > now()

If you use the filter subscription approach as suggested in my answer, users subscribed will get a daily email (or as per your schedule set) with the list of issues which are overdue and assigned to them.

If there are no issues matching the filter that day for that assignee, no email will be triggered.

This is a recommended approach to this use case instead of using automation. May i know why you would like to handle this in automation instead?

mohit jangid November 4, 2024

The subscription part is pretty much clear to me but I want to create an automation for this to understand the other side as well and then i can conclude which one i go with.
automagtion 2.png 

Fazila Ashraf
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Community Leaders are connectors, ambassadors, and mentors. On the online community, they serve as thought leaders, product experts, and moderators.
November 4, 2024

@mohit jangid , I think you misunderstood the branching statement as 'For each assignee'. It would actually interpret as 'For each issues, assignee variable = smart value'.

 

I do not see a way how you can achieve a single email for each assignee on all their due issues through automation. 

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