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

Summary

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

In this article, we create an automation to retrieve users’ email addresses within a role and, with that, 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 space and role IDs

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

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

2. The REST endpoint keys roles by ID, so you must use the numeric role ID from the /role/{roleid} path segment — the display name of the role will not work in the automation rule.

3. This endpoint lists roles available for your space

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

Note: 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 space role

• Trigger: Work item Created

  • You can select another trigger based on your requirements

• Action: Send a web request

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

    • Replace the {projectid} and {roleid} with the appropriate values from above

  • Headers:

    • Authorization: Basic <base64_encoded_api_token>

    • Content-type: application/json

  • HTTP Method: GET

  • Web Request body: Empty

  • Delay execution...: checked

The first request returns account IDs, not email addresses. The advanced branch iterates each account ID as {{newusers}}, and the second request resolves each one to {{webResponse.body.emailAddress}} for the Send email action.

• Add a Branch - Advanced branch:

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

  • 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}}

• Add a new Send web request action:

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

  • Headers:

    • Authorization: Basic <base64_encoded_api_token>

    • Content-type: application/json

  • HTTP Method: GET

  • Web Request body: Empty

  • Delay execution...: checked

• Add a Send email action:

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

  • Subject and Content: Your choice

How do I know it worked?

Run the rule once and confirm the audit log shows the email action succeeded and recipients received it.

• Jira Cloud automation