Trigger automation status to capture overdue field and send notification email

[Joanna Mae Natial]

Hello,

I was working on this automation for a while seems like I cannot capture the outcome that I want.

Here are the conditions.

For Single PD Issues (subtask) :

Upon transition to AD REVIEW, check Content Proofing field:

(AD Review and Content Proofing are my custom fields)

1. If = Yes—then compare:

   1. If CP Due Time >= transition timestamp (on time): do nothing

   2. If CP Due Time < transition timestamp (late): add label ODCP to issue AND trigger an email to richmond.pagaduan@slidegenius.com

      1. Email subject line: Overdue CP Task

      2. Email contents:

         1. CP Due Time: [value]

         2. Timestamp: [value]

2. If = No—do nothing

Can someone help me with this Thank you

[Kalyan Sattaluri · Accepted solution]

hello @Joanna Mae Natial 

If your sub task status is AD review and the Content Proofing field is a date field, Please set up your rule like below screenshot..

Also, You can access the CP date simply by referring to the field {{Content Proofing}} and the time stamp as {{now}}

So your email will look like

1. {{Content Proofing}}

2. {{now}}

Of course you can change your email content as needed. 

Please note, field name needs to be accurate, if it shows up as Content Proofing, {{Content Proofing}} is correct and {{ContentProofing}} will not work.

Hope it helps.

[Joanna Mae Natial]

Hello @Kalyan Sattaluri ,

Content Proofing -  Select List (single choice) Type

CP Due Time - Date Time Picker Type

Single PD issue - subtask/issue type

please see below my current automation

and I think my smart value on sending emails is incorrect.

or its easy to add a JQL condition on the automation?

[Kalyan Sattaluri]

Hello, 

Before you send email, please add a new "Action" to log {{issue.customfield_10266}} .. Then transition an issue to "AD Review" so rule gets triggered and share the audit log so we see if its passing the if conditions and if so, what value is held in the field..

Please see below screenshot for reference

[Joanna Mae Natial]

Hello,

Does this work?

[Kalyan Sattaluri]

Your rule looks correct but you havent shared audit log to know if it will work. :) I think you are close.

Also, because this date customfield is called CP Due Time, you can change your email body to:

CP Due Time:  {{issue.CP Due Time.jiraDate}}

Timestamp: {{now.jiraDate}}

Then recreate a scenario where subtask Due date is past and issue is now transitioned.. so rule gets triggered and share the audit log screenshot..

[Joanna Mae Natial]

Hello,

Here is my audit log.

[Kalyan Sattaluri]

Please click show more on right hand side and share screenshot again..

[Joanna Mae Natial]

here

[Kalyan Sattaluri]

Based on audit logs, looks like the If conditions havent been met to begin with, we need to recreate the scenario.

Please pick an issue of type "Single PD Issue" which is not in "AD Review" yet.

Make sure:

• "Content Proofing" is selected as Yes
• "CP Due Time" is some time last week

Then transition the issue to "AD Review" and share screenshot of audit log which shows the details..

[Joanna Mae Natial]

Hello, 

I tried it, and I think it works.

and for the automated email here is the outcome.

Do you have idea what is the smart value of this date format March 05, 2024, 1:00 AM?

[Kalyan Sattaluri]

Hello @Joanna Mae Natial 

Excellent. For that format use .mediumDateTime as you originally had. See below:

CP Due Time:  {{issue.CP Due Time.mediumDateTime}}

Timestamp: {{now.mediumDateTime}}

Please let me know if futher questions and if everything looks good, please consider accepting answer so others can benefit from discussion. Thanks!