Sending an email to a non-Atlassian user when a task status is changed.

[Zervos_ Michael]

Hello,

I was looking to incorporate a rule in our JWM project that sends an email to the non-Atlassian user (who submitted a form for a new task in our epic) when the “status” of the task work item changes. The form is a public form and is submitted into the project with a mandatory email & label which we would like to leverage for this rule. I tried creating this rule using “Work item transitioned” template and adding a “field value changed” condition as well as action “Send Email” but I am not sure how to include a condition per task and how the send email option can send to a non-Atlassian user email that is linked to a particular task within the epic.

Thanks,

Mike

[Trudy Claspill · Accepted solution]

Hello @Zervos_ Michael 

Welcome to the Atlassian community.

If you have the destination email properly specified in a field in the issue, then you can use the smart value for that field in the To configuration of the Send Email action; i.e. 
{{issue.Your Email Field Name}}

To enable us to help you with your rule, please provide the following information:

1. Screen images that show the entire rule you have constructed.

2. Screen images of the details of each step in the rule, if the details are not entirely visible in the display of the step in the diagram.

3. An explanation of what you want the rule to do.

4. An explanation of what it is actually doing, and how that doesn't match your expectations.

5. If you are still trying to figure out how to construct the rule, an explanation of each portion that you are still trying to figure out.

A couple of things that I'm not clear about from your original post:

1. You want to leverage a label from the issues in your rule, but you didn't provide any details about what that label would contain or how the values should be used to change the results of your rule.

2. You mention wanting to include "a condition per task" but it isn't clear to me what you mean by this. If the rule is triggered for a Task when its status changes, why do you need "a condition per task"?

[Zervos_ Michael]

Hi Trudy,

My rule isnt complete. I need help building it.

To first answer your questions:

1. the label field generates a specific value each time the form is submitted (Business-form-689). I was using this as a condition to flag the tasks that were created with the form, anytime there is a status change. 

2. I believe I need another condition, which utilizes the requestor's email (since its a public form), in order to have the email notification sent to the requestor of that particular task, that the status of the task has changed. otherwise, how would the email action know which email address to send the notification to?

lastly, the action of sending the email to the requestor email, is this best achieved via this approach?:

• In the To field, use the smart value for the custom email field:

  {{issue.customfield_XXXXX}}

  Replace XXXXX with the actual ID of your custom email field.

thanks,

Mike 

[Trudy Claspill]

Thank you for that additional information.

Please provide screen images showing what you have built so far for this rule.

[Zervos_ Michael]

i think i figured out part of the issue. the built in mandatory email address on public forms cant be used for automation. would need to create a custom field for email address but then that would mean the form would have 2 email address sections for users to fill out, which is less than preferred.

[Trudy Claspill]

{{issue.customfield_Email}} is not going to be a valid smart value.

When trying to access a field using a smart value you follow {{issue. with either the field name or you use customfield_##### where ##### is a unique number that has been assigned to the custom field. What you have used is neither of those.

Is "Requester Email" the field that has the email address to which you want to send the email? If so then the smart value you should use is

{{issue.Requestor Email}}

If you make that change and execute the rule and still don't get the results you expect then please provide the following:

1. screen images that show the entire rule.

2. screen images that show all the details in the rule Audit Log for when the rule executed.

[Zervos_ Michael]

thank you! this was helpful. I was able to make the automation work as expected!

[Trudy Claspill]

I'm glad to help.

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