Automate Jira reports

[Edwin]

Hi there, I hope someone can help me automatically trigger emails to users based on different scenarios. What we want to do is the following:

• If a user creates an item without a due date, he should receive a notification (pref. by email). This happens a lot within our organization so this notification should help to keep things organized. 
• If a user creates an item without assigning it to someone, he should receive an email as well. 
• For both the missing due date and missing assignee, a daily or weekly email with all issues involved to the user could be helpful, to nudge them.
• If the due date of an item expires, the reporter (not the assignee) should receive a notification per email.
• It happens a lot that our team puts an item on "Client approval", we ask the client for approval but they just don't come back to us. It would be nice if we can automatically put issues on "Done" and notify the report that this has been sorted out automatically. 

I've tried to find some apps to help me to achieve the above but that didn't pan out (yet). Maybe I just don't know the best app available?

Many thanks for giving me some guidance!

[Dirk Ronsmans · Accepted solution]

Hey @Edwin , welcome to the community!

i feel like most (if not all) of your use cases can be solved using Automation rules.

https://support.atlassian.com/cloud-automation/docs/jira-cloud-automation/

This system is a low/no-code engine that allows you to create logical statements to perform actions. I'll write some "pseudo-code/logic" inline with your questions below.

If a user creates an item without a due date, he should receive a notification (pref. by email). This happens a lot within our organization so this notification should help to keep things organized. 

Trigger: Issue created

Condition: If "due date" is empty Then

Action: Send email: (here you'll need to define your template an maybe use the ${{reporter}} smartvalue as a recipient.

If a user creates an item without assigning it to someone, he should receive an email as well. 

Same as the first rule but a different If clause

For both the missing due date and missing assignee, a daily or weekly email with all issues involved to the user could be helpful, to nudge them.

Automation also has a "scheduled" trigger which you could to do a weekly JQL, altho getting a separate email to each user might be difficult. We might need to brainstorm this one a bit

If the due date of an item expires, the reporter (not the assignee) should receive a notification per email

this too can be done with the "scheduled" trigger. if you run the rule once each day and then perform a JQL where you check the current date {{now}} against the due date you could loop thru the results and send an email for each item.

It happens a lot that our team puts an item on "Client approval", we ask the client for approval but they just don't come back to us. It would be nice if we can automatically put issues on "Done" and notify the report that this has been sorted out automatically. 

If this is Jira Software you might need to add a custom field like a "response deadline date" which can be entered (either calculated automatically or manually) then the same logic applies as with the due date expiration. Your Action would then be both a transition of the issue and an email.

For JSM (Jira Service Management) you could leverage a SLA which gets breached after x amount of time and set the trigger on the SLA breached

I hope this helps a bit already without fully diving in to the rules but you can find a lot of examples of those on the automation library in the link I mentioned.

Should you get stuck we can always dive in to them deeper.

[Edwin]

Thanks Dirk! Maybe I sound like a n00b but how can I access Jira Automation? I'm unable to find it while I'm an Admin of our account?

[Dirk Ronsmans]

Hi @Edwin ,

You tagged this question as Cloud so I'm going by that. On Cloud you have the Automation build in to the system. (on premise it's an app).

You should be able to find the automation configuration on 2 places:

"Project Settings" of your project -> Automation"

 there you'll see 2 entries "Legacy automation" and "automation"

or you can go to the global automation by tapping "gg" on your keyboard and typing "Automation" or following this link (with your hostname changed ofcourse)

https://<yourname>.atlassian.net/jira/settings/automation

[Edwin]

Thanks, it's pretty easy to set this up once you know where to look!

[Ravi Sagar _Sparxsys_]

Hi @Edwin 

There are various possibilities.

- You can create a filter based on those fields like due date, assignee

- Based on the filter you can create subscription to send emails

- You can also use Automation rules to send emails

- You can also use Automation rules to auto transition the rule, this rule can run on a schedule

So I would say take a look at how filter subscription works and explore automation rules.

I hope it helps.

Ravi

[Dirk Ronsmans]

Filters are nice one too indeed but that would be hard or even impossible then to send specific emails to specific users. 

Unless you build a filter for each user ?