Automatically send an email to all members of a Jira project role

Summary

Sometimes we need to send emails to specific project role users. The send email action in Jira Automation can send emails to user picker fields and groups only.

In this article, we create an automation to get the users’ email addresses within a role, and with that, be able to send emails to them.

This feature request is opened to have this implemented:

• JSDCLOUD-12357 - More ways to work with user fields, e.g. to notify Groups or Project Roles in Service Desk Automation

Solution

Determine project and role IDs

• Identify the role you would like to send the email to:

1. 1. Access the following URL to get the list of the roles you have within the project,

   2. We will use the role ID in our automation rule, as project role names aren't supported

      https://<yourinstance>.atlassian.net/rest/api/3/project/{projectid}/role/

   3. This endpoint lists roles available for your project

   4. You should be able to identify the role ID in the URLs listed, for example: /role/{roleid}

• When sending web requests in Jira, we use the Authentication header encoded as base64

• Please follow the steps in this document to generate a new token: Automation for Jira - Send web request using Jira REST API

Automation rule to notify each email address in a project role

1. Trigger: Work item Created

   1. You can select another trigger based on your requirements

2. Action: Send a web request

   1. Request URL: https://<yourinstance>.atlassian.net/rest/api/3/project/{projectid}/role/{roleid}

      1. Replace the Project ID and Role ID with the appropriate values from above

   2. Headers:

      1. Authorization: Basic <base64_encoded_api_token>

      2. Content-type: application/json

   3. HTTP Method: GET

   4. Web Request body: Empty

   5. Delay execution...: checked

This request generates a payload with all email addresses in the specified project role.

• Add a Branch - Advanced branch:

  1. Smart value: {{webResponse.body.actors.actorUser.accountId}}

  2. Variablename: newusers

In our advanced branch, we will execute the subsequent actions for each of the results (each email address) as a variable, in this example {{newusers}}

1. Add a new Send web request action:

   1. Request URL: https://<yourinstance>.atlassian.net/rest/api/3/user/search?accountId={{newusers}}

   2. Headers:

      1. Authorization: Basic <base64_encoded_api_token>

      2. Content-type: application/json

   3. HTTP Method: GET

   4. Web Request body: Empty

   5. Delay execution...: checked

2. Add a Send email action:

   1. To: {{webResponse.body.emailAddress}}

   2. Subject and Content: Your choice