Send automated e-mail with all epics where child issues have been added or moved to "done"

[Maurice B.]

Hey guys, 

I am currently struggling with an automated jira rule. 

I would like to have the following rule: 

1. Every Thursday 
2. lookup all Epics where child issues have been moved to status "done" or new tasks have been added during last 4 weeks
3. and then Send ONE e-mail that contains all Epics that correspond to the query above. 

Please let me know if you need more details. 

Thank you in advance!

[Laura Lopez · Accepted solution]

What I'd do:

1. Trigger : Scheduled on Tuesday
2. Action: Lookup issues with JQL:

   issuetype=Task AND (created >= -4w OR status CHANGED TO Done AFTER -4w) AND parent IS NOT EMPTY ORDER BY parent

3. Action: Send the email with the content

   {{#lookupIssues}}
   
   EPIC: <a href="{{parent.url}}">{{parent.summary}}</a>
   
   - <a href="{{url}}">{{key}}- {{summary}}</a>
   
   {{/lookupIssues}}

   
   You can customize your email message as you wish
   
   EDIT: I've added links to the message output :) 
   
   

[Maurice B.]

Hey @Laura Lopez,

thank you very much, that works fine!

But now I need one small adjustment: There might be subtasks as well which have been created or moved to "done" within the last 4 weeks. If I simply include them in the JQL statement, the issue type "task" is displayed in the output e-mail as well, because the tasks are parents of the subtasks. 

Do you know how to exclude the issue type "Task" from the "Epic-List" but still track the changes in subtasks? 

Thank you!

[Layssa Souza]

Hi, @Maurice B. 

See if this helps you:

Step-by-Step Guide

• Go to Jira Automation

  • Navigate to Jira Settings > Automation.

• Create a New Rule

  • Click Create Rule.

• Set the Trigger

  • Choose "Scheduled" trigger.

  • Set it to run every Thursday.

  • Select "Run JQL" and use the following query:

project = "YOUR_PROJECT" AND issuetype = Epic AND (
issueFunction in hasSubtasks() AND issueFunction in linkedIssuesOf("status = Done", "is parent of")
OR updated >= -4w
)

Explanation:

• Finds Epics with completed child issues.
• Includes Epics updated in the last 4 weeks.

Add Action: Send Email

• Select "Send Email".

• Configure the recipients (e.g., your team).

• Use the following template for the email body:

Subject: Epic Updates - Week of {{now.format("MM/dd/yyyy")}}

Hello Team,

The following Epics have recent updates:

{{#lookupIssues}}
- **{{key}}**: {{summary}}
{{/lookupIssues}}

Best regards, 
Team XXX

Save and Test

• Save the rule and run a manual test to verify the results.

Best Regards. 

[Maurice B.]

Hey @Layssa Souza , 

thank you for your support. Nice try, but I have already asked chatGPT as well and the proposed solution doesn't work. ;) 

[Layssa Souza]

@Maurice B. , Do you have any plug-ins, such as script runner?

[Layssa Souza]

I ask because I had carried out the test in my environment, despite it being a DataCenter environment, the behavior should be the same.

Unfortunately, the only thing that I cannot validate is the return of the email, due to a restriction on the hosted server.

If an error is being presented, you can share it for evaluation :)

Best regards.

[Maurice B.]

Hey, 

No, I do not use any plug-ins, thus it does not work for me. But thank you. :)