Jira Automation - Send email with summary of issues

[Maurice B.]

Dear community, 

I recently created a Jira automation rule to send an E-Mail with the issues that fit to the corresponding JQL-statement from the trigger action. 

Currently, a separate Mail is created for each issue - Is it possible to send just one email with all issues listed in it ? 

And the cherry on top would be displaying all issues within a table. 

Here's a screenshot of my rule: 

Thank you!

[Trudy Claspill · Accepted solution]

Hello @Maurice B. 

Welcome to the Atlassian community.

I concur with @Mohanraj Thangamuthu .

Remove the JQL statement from your Scheduled trigger.

Add a Lookup Issues action and insert your JQL into that action.

You currently have a condition after your trigger that says:

Due date is after 2025-04-01

Rather than have that as a condition, incorporate it into your JQL so that those issues are never included:

... AND duedate > "2025-04-01"

Then in your Send Email action you can list all the issues found by the Lookup Issues action using syntax such as this:

{{#lookupIssues}}
  {{key}}: {{Summary}}
{{/}}

The first line and last line indicate that you want to print values for each issue found by the Lookup Issues action.

In between those line you indicate the fields that you want to print from each issue. Each field needs to be surrounded by a pair of curly braces. In my example I am instructing it to print the Issue Key, a colon, and the Issue Summary. 

Example

  ABC-1: Summary of this issue
  ABC-2: Summary of this issue

This article provides an example of this including formatting the output in the email as a table.

https://confluence.atlassian.com/jirakb/send-issues-in-a-single-email-structured-in-a-table-1384126906.html

[Maurice B.]

Dear @Trudy Claspill

thank you very much, this is exactly what I was looking for! I created the lookup issue instead of the jql statement within the trigger. 

And the linked instructions how to create a table was easy to follow and worked perfectly fine. 

Best regards, 
Maurice 

[Mohanraj Thangamuthu]

Hello, Good day. I believe you have the JQL in the schedule and not the lookup issues, you could move the JQL to lookup issues as shown in this link : https://confluence.atlassian.com/jirakb/automation-to-send-email-only-once-per-assignee-1310985609.html

[Maurice B.]

Dear @Mohanraj Thangamuthu,

thank you, this is a great advice!

Best regards,
Maurice 

[Valerie Knapp]

Hi @Maurice B. , welcome to the Atlassian Community and thanks for your question.

If you would be open to another solution, you could use a Filter Subscription for this - https://support.atlassian.com/jira-software-cloud/docs/manage-filters/ 

As the documentation says, filter subscriptions allow you to send a list of the issues meeting your JQL criteria to all of the subscribers of the filter at an interval that you specify.

Subscribe to a filter

Subscribing to a filter provides you with a periodic notification for all issues returned by the search. If you want to be notified when a particular issue changes, you should watch the issue instead.

 In any case, if you need more help, let us know here.

Cheers

[Trudy Claspill]

@Valerie Knapp 

Using a branch as you describe and including a Send Email action in it would still send an email per issue found by the JQL.

[Valerie Knapp]

Hey @Trudy Claspill , thanks for the clarification. As I said, I thought this was more of a use case for a filter subscription but I will amend my post.

[Igor Medeiros - Modus Create]

Hi @Maurice B.

If you are open to using 3rd-party solutions for your case, our app Notification Assistant for Jira can help you with this scenario

It allows you to customize and manage notifications in a way that suits your custom needs, including, but not limited to sending scheduled emails based on filters and having fully customizable templates such as table views.

Feel free to reach out.

[Maurice B.]

Hi @Igor Medeiros - Modus Create , 

thank you for your help but I preferred the solution without 3rd party solution. 

Best regards, 
Maurice