Automation rule to send single email for all issues per assignee due next week

Summary

This article covers the steps to create an automation rule to send an email with a list of open issues due next week to individual assignees. The automation rule will first find the list of issues due next week, and then it will do another lookup for each assignee and send them the list of their due issues.

Solution

Please create an automaton rule with the below configuration:

1. Add a scheduled trigger if you need this information to be sent based on a specific schedule and a specific time of the day Or based on a cron expression.

   Note: Do not add a JQL query to the scheduled trigger for this rule. The JQL is performed by the Lookup Issue action in the next step.

2. Add a Lookup Issue action to find all the issues due next week:

   Limit: A Lookup Issue action returns a maximum of 100 issues at a time. If your JQL could match more than 100 issues due next week, narrow the JQL scope so each run returns fewer than 100 issues, and split the remainder into separate rules.

   project = "AP" AND due<=1w AND due>= now() and resolution = "Unresolved"

3. Add a Branch → Advanced branching with the below smart value. Distinct function returns all items in a given list, without duplicate items.

   Tip: Inside the advanced branch, {{distinctAssignee}} refers to the current assignee being iterated, and {{distinctAssignee.emailAddress}} resolves to that assignee's email for the TO field.

   

4. Within the Advanced branch that will run for distinct list of assignees, add another lookupIssues action to find a list of due issues for each distinct assignee iteration. Here is the JQL that you can use:

   project = "AP" AND due<=1w AND due>= now() and resolution = "Unresolved" and assignee= {{distinctAssignee}}

5. Within the branch, add a Send email action after the lookup action. In the recipient field TO, add the following smart value:{{distinctAssignee.emailAddress}} Add the below information in the email content:

   Hey {{lookupIssues.assignee.displayName.distinct}}, Here are the list of issues assigned to you that are due next week: {{#lookupIssues}} * {{key}} | {{summary}} | {{assignee.displayName}} | {{url}} {{/}}
   

   Here is what the complete rule will look like

   

   Here is what the email will look like

   

   Here is what the audit logs will look like, an email sent for each distinct assignee