Automation

[JulianaLTanaka]

Hey, guys! 

I'm creating an automation that sends an e-mail when a task or sub-task it's not being updated in the last 8 days

The actual content that I'm using it's this: 

Hi {{assignee.displayName}},

 Your issue: {{issue.summary}} hasn't been updated in 8 days, and it’s affecting our metrics.

 https://mycompanylink/{{issue.key}},

But it sends multiple e-mails for everyone in the team and it's also sending one e-mail for task. How can I send for the assignee with all the tasks that it's pending? For example: 

Hi ..... 

Your issues xxxxx, yyyyy, pppp haven't been updated in 8 days, and it’s affecting our metrics.

Thank you

[Bill Sheboy]

Hi @JulianaLTanaka -- Welcome to the Atlassian Community!

You describe wanting to send reminders for "stalled" issues and to only send one email per assignee.  Is that correct?

If so, consider splitting this into two steps: gather the assignees, and then notify them.  Perhaps like this:

• trigger: scheduled with no JQL
• action: lookup issues, with JQL to find any issues meeting your criteria
• advanced compare condition: determine if there are any to process, checking if {{lookupIssues.size|0}} is not equal to 0
• advanced branch: to iterate over the distinct assignees with {{lookupIssues.assignee.accountId.distinct}}
  • action: lookup issues, with JQL to find any issues meeting your criteria, and including the check on the assignee
  • action: send your email referencing the issues in the lookup

Kind regards,
Bill

[Diogo Teles]

Hi @JulianaLTanaka , Welcome to the community!

You could try something like this.

Use Scheduled as the trigger.

The JQL in this example is: project = NCR AND issuetype in (task, sub-task) AND updated <= -8d AND assignee is not EMPTY AND statusCategory != Done

Replace the project key with the key of your project.

Then, add the action

To: Assignee

Subject:  Issue {{issue.key}} {{issue.summary}} has not been updated   (or something along these lines)

Body: 

Hi {{assignee.displayName}},

Your issue: {{issue.summary}} hasn't been updated in 8 days, and it’s affecting our metrics.
{{issue.url}}

Note that this will send one email for each issue that meets the criteria. So if an assignee has 10 out-of-date issues they will get 10 emails.

Also, consider adding comments to the issue instead of an email.

Other notes

If you want to prevent sending out an email warning for every issue every day it remains out of date, you can add an action to add a label to the issue (e.g. user_notified) and then use the JQL condition to filter out issues with that label.

You could consider creating a filter of issues that need updating for each team, and subscribe key people to that filter (team leads for example). They would get a daily digest with all issues in that filter. 

[JulianaLTanaka]

Thank you, Diogo! 

I use filters, but the e-mail automation helps me to manage the team... 

Do you know how can I do to send just one e-mail with all of the issues? 

For example: 

Hi, Diogo 

The "task xxx" and the "task ppp" it's not being updated in the last 8 days. 

Link "task xxx"

Link "task ppp"

Also is it possible to just the assignee receive this e-mail? Because all of the team is receiving everyone's task, so they're receiving tasks that it's not their own.

Thank you! :) 

[Diogo Teles]

Hi,

That is a bit trickier. Using Automation I could only get a solution that would involve creating a notification rule for each member of the team. It would look something like this:

Detail on email action

If you want something that covers the whole team in a single rule you will need to get the {{lookupIssues}} without the assignee condition and somehow iterate through the unique assignees to compile a list of issues for each one. You may only be able to do that using a rest API script or Scriptrunner addon.

Here is the documentation for smartvalue lists and lookupIssues, you may be able to find a better solution with that.

[Frederik Vantroys]

Hi @JulianaLTanaka ,

It would help if you could share how the automation rule is set. Something like :

Set the trigger for the rule:

Choose the trigger event based on your requirements. For example, you can select "Scheduled" and set it to run daily.
Set the schedule to run the rule every day.
Define the condition to check if a task or sub-task hasn't been updated in the last 8 days:

Click on "Add condition".
Choose the condition "Compare date fields" or "Compare field values" depending on the available options.
Select the appropriate date field or last updated field.
Set the condition to check if the field value is less than "8 days ago".
Add the action to send an email:

Click on "Add action".
Choose the action "Send email".
Configure the email settings, including the recipient(s), subject, and body of the email.
Use variables or placeholders to include relevant information about the task or sub-task in the email body.
Save the automation rule.