Send a notification once a ticket on the Board

[Yakov Melman]

Hello,

Our business case: there is a project lead who wants to know who moved a ticket to the Board, except him.

So, is there a way to send a notification if someone (except a specific person or role) moves a ticket to the Board (the active sprint)?

Thank you.

[Bill Sheboy · Accepted solution]

Hi @Yakov Melman 

Yes, that is possible...and...I suggest also having a conversation with the team about sprint planning and when/how to add things to an active sprint.  And, changes to the sprint scope should be visible to all at the daily scrum (i.e. standup) so perhaps notification is not needed.

If you still want a notification, you could use an automation rule, triggered on a change to the sprint field.  For example:

• trigger: value changes for Sprint
• condition: check if the {{initiator}} is not the project lead
• JQL condition: sprint IN openSprints()
• action: send a notification (or mention in a comment), referencing the person who initiated the change with {{initiator.displayName}}

Kind regards,
Bill

[Yakov Melman]

Hi @Bill Sheboy 

Thank you so much! Your answer is very helpful.

[Ste Wright · Accepted solution]

Hi @Yakov Melman 

It's possible using Automation.

---

For example, this rule should work...

• Trigger: Field Value Changed
  • Field to Monitor = Sprint
  • Change Type = Value Added
• Condition: JQL Condition
  • JQL = Sprint in openSprints() and Sprint not in futureSprints()
• Condition: Advanced Compare Condition
  • First Value = {{initiator}}
  • Condition = does not equal
  • Second Value = {{issue.project.lead}}
• Action: Send Email
  • To: User Field or Group
  • Subject: {{triggerissue.key}} was added to {{issue.Sprint}}
  • Content:

    • Hello,

      {{triggerissue.key}} has been added to {{issue.Sprint}}

      Thanks,
      A4J

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A few notes on this rule:

• I've used Smart Values above; see more about those on this help page
• The JQL Condition checks an Issue is an open Sprint, but not a future Sprint. This leaves only active Sprints as a result.
• The Advanced Compare Condition is the most dynamic method of checking the rule's initiator isn't the Project Lead. But you could use a simpler Condition also to check it's not a single user - the User Condition. Settings would be...
  • User = User who triggered the event
  • Check = is not
  • Criteria = <Username here>
• The Send Email Action needs to reference either a user field (Assignee, Reporter, etc), or a Group. You could...
  • Add the specific User to a Group, then use this
  • Create a Field to reference the Project Lead on every relevant Issue (and populate it using Automation!)
  • ...or whatever is your preference

---

Let us know if this works for you!

Ste

[Yakov Melman]

Hi @Ste Wright 

Cool, thank you so much for all these details!