Automation help

[Joseph Dennis]

Need some assistance with setting up an automation to send a particular filter results to a set of users.

I was able to find the scheduling part of it but unable to get the results of the filter to be sent as well.

Any advise would be much appreciated.

[Joseph Chung Yin · Accepted solution]

@Joseph Dennis 

Welcome to the community.  For sending results generated from a saved filter, you don't need Automation for Jira rule.  You can simply utilize the subscription setup against your saved filter.

See "Subscribe to search results" section within the following link:

https://support.atlassian.com/jira-software-cloud/docs/work-with-search-results/

Here is an overall review on subscription/search filters link:

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

Hope this helps.

Best, Joseph Chung Yin

Jira/JSM Functional Lead, Global Infrastructure Applications Team

Viasat Inc.

[Joseph Chung Yin]

@Joseph Dennis -

As mentioned by both myself and @Fazila Ashraf , if our suggestions helped with your ask.  Please click on Accept Answer when you have a chance.

Best, Joseph

[Joseph Dennis]

Hi @Joseph Chung Yin ,

I subscribed to the filter but I didn't get any email today as scheduled.

Any reason why it didn't happen ? Or how do I check it.

[Joseph Chung Yin]

@Joseph Dennis -

You will need to check with your email admin side to see if the email got blocked or not?  Or, check your email client app to see if somehow you filter the email to somewhere else (i.e. a folder within your email application)?

In your image, it stated the "Next Send" is today at 8:00 AM.  When this time is reached, then the email should go out.  Lastly, you can also click on "Run now" to see if there are any issue.

Hope this helps.

Best, Joseph

[Joseph Dennis]

I had setup another subscription and it worked but got only like an image in the mail and not as an excel.

Is that something achievable in this filter subscription

[Joseph Chung Yin]

@Joseph Dennis -

In the email from subscription, it will not be in an Excel format.  This is not possible.  I don't know what are the differences between your two filter subscriptions, so I don't know exactly why you didn't receive the email for the 1st subscription.

The only other thing I can think of in your 1st subscription that you didn't check to receive email even if the filter query returns empty resultset.  This option is by default unchecked.

Best, Joseph

[Joseph Dennis]

Can the automation help in exporting the filter as an excel report.

Because we really need the report in excel format to get to our final output.

If there are any other ways please suggest.

[Joseph Chung Yin]

@Joseph Dennis -

Automation for Jira alone will not be able to provide you what you want to achieve (sending Excel report).  There is a free 3rd party add-on which can supplement Automation for Jira, but it is not available for CLOUD env yet.

Here is one possible thing that you can consider, but it involve additional user actions (if your email recipients can actually access yoru JSM instance not via the portal, but actually can access the your JQL filter UI)

1) Use the filter subscription model.

2) When accessing the email generated from the subscription, click on the filter link in the email

3) After clicking on the link, it will takes the user to the results UI.  Users can then export the resultset in CSV file.

The above solution is not optimal, but it is a workaround that require manual user actions.

Hope this helps.

Best, Joseph

[Fazila Ashraf]

Hi @Joseph Dennis 

Welcome to community!

Why automation for this use case? Have you look at the 'Subscribe to search results' in https://support.atlassian.com/jira-software-cloud/docs/work-with-search-results/  ?

Is there something additional that you want to achieve?

[Joseph Dennis]

The subscribing to filters seems to be working and I'm getting what I'm after.

Will the results be same as when we export a filter results in an excel sheet ?

I want to know if it can be set to be sent to a set of users or individually from the subscription of filters ?

[Fazila Ashraf]

Works both ways..You could subscribe the filter to a group. Individuals also can subscribe to it..

Results will be like how that particular individual will see in the issue navigator. If they don't have access to certain issues, they won't be in their results