Trigger notification to assignee of next task

[Jar Lady]

Hi,

I have a use case where I need to trigger notification to the assignee of next task once the previous task is done. How do I do that using Jira automation rule? 

For example: 

Task 1 - Do laundry (set to Done)

Task 2 - Clean kitchen (receive notification that task 1 has been done and to start working on Task 2)

Thank you.

[Adrián García González · Accepted solution]

Hi @Jar Lady,

Reading the needs you mention, I understand that your casuistry is similar to the following:

With this in mind I propose the following solution:

Relate the Tasks to each other with a relationship. In Jira there are a series of relations created "by default" such as relates to, cloned by, etc. You could use relates to to relate the Tasks, so that task1 is related to task2, task 2 to task 3 and so on.

Then the automation rule would be as follows:

• Trigger: When an issue is moved to the Done state and is of type Task.
• Action: We open a branch to the related Task and move it to In progress status and send an email notification to the Task Assignee.

With this you should be able to solve your need. However, I would recommend you to create a new relationship in case you use the relates to for other purposes. If you didn't understand something of the process or you need more help, don't hesitate to comment me.

I hope this helps you. Let me know if it does. Best regards!

[Ste Wright · Accepted solution]

Hi @Jar Lady 

Task 1 would need to be related to Task 2 in some manner, so it's possible to locate Task 2.

You want something repeatable, so you don't a custom rule per Task - are the Tasks linked together using linked issues potentially?

Ste

[Jar Lady]

Hi, 

Can I know how to set up that "linkage" and also trigger Task 2 once task 1 is done? Can show an example of how the automation rule can be configured when task 1 is done and task 2 is being triggered (i.e. status change to "In Progress" and email sent to assignee)?

Thank you.

[Ste Wright]

Hi @Jar Lady 

I'd do this in parts...

1. Add a link type for this
2. Link issues together
3. Create the Automation rule

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(1) Link Type

You can either use an existing link type, or add one relevant to doing Tasks in order.

To add a link type, you'll need to be a Jira Product Admin, and then...

1. Go to Settings (cog icon top-right) > Issues
2. Select Issue linking from the left-hand menu
3. Scroll to the bottom, and create the link type

You could use something like (outward / inward)...

• is required by / requires
• has to be done before / has to be done after
• is before / is after
• ...etc

See more on this page: https://support.atlassian.com/jira-cloud-administration/docs/configure-issue-linking/

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(2) Link Issues together

You need to ensure the issues are linked to each other.

You can this manually...

1. Go to the main Issue view for Task 1
2. On the top bar (just below Summary), select Link issue
3. Add the link type (eg. requires), and locate Task 2 - and link them together
4. Repeat for all Tasks in sequential order

You can add linked issues to the issue create screen, and do this during creation.

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(3) Automation Rule

Finally, create your Automation Rule:

• Trigger: Issue transitioned
  • To = Done
• Condition: Issue fields condition
  • Field = Issue Type
  • Condition = equals
  • Value = Task
• Branch: Related issues
  • Type = Linked issues
  • Link type = is required by
    • Branch-Action: Transition Issue
      • Destination status = In Progress
    • Branch-Action: Send Email
      • To = Assignee
      • Subject = {{issue.key}} - {{issue.Summary}} has started
      • Content = <content here>

A few notes on this...

• The Branch looks for the next issue, which should be linked to Task 1. It will activate against all issues it finds with this link type, so I would either...
  
  • Ensure the link type is unique, and/or...
  • Link only one issue to another issue with this link type
• The Email can use smart values to show dynamic information - check out how these work on this page

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Give this a try, and let us know how it goes!

Ste