Send automated email with only selected information about issues at regular intervals
Platform Notice: Cloud Only - This article only applies to Atlassian products on the cloud platform.
Summary
Emails sent using filter subscriptions (as shown in Manage Filters) don't respect the column configurations at times. Currently, if users subscribe to a filter, they'll receive the notifications defined on 'My Defaults'. However, if this is not defined, instead of taking the disposition defined on 'Filters', it takes directly the column disposition defined for 'System'
JRACLOUD-60154 - Filter subscription should take the column disposition defined on 'Filters'
This article serves as an alternative solution using automation.
We have new limits to automation, please check New Automation Package model
Sample Use cases:
Single email with report of all issues created that day
Single email with all issues pending on a particular agent to work on
Single email with report of issues created over the weekend
Single email with report of only issue keys returned by JQL
Environment
Jira Cloud
Solution
You can set up an automation rule as follows:
Navigate to ProjectSettings > Automation > Create a rule
Choose the trigger>Scheduled select the time interval you choose to get these emails for and also if there is a particular JQL you'd like to narrow it down to
Add an action > Lookup issues and use the JQL from the filter or one that gives you the expected results
Lookup Issues smart value only returns the first 100 issues returned by the JQL. It would be good to narrow down the JQL as much as possible OR add multiple blocks for execution
Add an action > Send email and add the smart value with the context box to add all the issues returned by the JQL
The overall basic rule would look like the below
A sample automation rule you can import and modify is below
automation-rule-13018817-202406011038.json
1
{"cloud":true,"rules":[{"id":13018817,"clientKey":"90147d1d-bf46-3a28-9f06-037195f5b6bd","name":"Lookup","state":"DISABLED","description":"","authorAccountId":"5e68a319308ac10ced3a1fe8","actor":{"type":"ACCOUNT_ID","value":"557058:f58131cb-b67d-43c7-b30d-6b58d40bd077"},"created":1686310603306,"updated":1717238300320,"trigger":{"id":"462367860","component":"TRIGGER","parentId":null,"conditionParentId":null,"schemaVersion":1,"type":"jira.jql.scheduled","value":{"schedule":{"cronExpression":"","method":"BASIC","rate":0,"rateInterval":86400,"rRule":"BEGIN:VEVENT\nDTSTART;TZID=Asia/Calcutta:20230609T170014\nRRULE:FREQ=WEEKLY;BYHOUR=9;BYMINUTE=0;BYSECOND=0;BYDAY=FR;INTERVAL=1\nEND:VEVENT\n"},"jql":"\"Time to first response\" != completed()","executionMode":"jql","onlyUpdatedIssues":true},"children":[],"conditions":[],"connectionId":null},"components":[{"id":"462367861","component":"ACTION","parentId":null,"conditionParentId":null,"schemaVersion":1,"type":"jira.lookup.issues","value":{"id":"_customsmartvalue_id_1717238263925","name":{"type":"FREE","value":"lookupIssues"},"type":"JQL","query":{"type":"SMART","value":"priority = high and created > startOfWeek()"},"lazy":false},"children":[],"conditions":[],"connectionId":null},{"id":"462367862","component":"ACTION","parentId":null,"conditionParentId":null,"schemaVersion":3,"type":"jira.issue.outgoing.email","value":{"fromName":"","replyTo":"","to":[{"type":"COPY","value":"assignee"}],"cc":[],"bcc":[],"subject":"Look up automation: High priority tickets","body":"Here are the list of issues that you need to look into:\n\n{{#lookupIssues}}\n* {{key}}\n{{/}}","mimeType":"text/html","convertLineBreaks":true},"children":[],"conditions":[],"connectionId":null}],"canOtherRuleTrigger":false,"notifyOnError":"FIRSTERROR","projects":[],"labels":[],"tags":[{"id":64931624,"tagType":"IS_RULE_UPDATED","tagValue":"true"}],"ruleScope":{"resources":["ari:cloud:jira:b9f4065b-ff83-4da7-aa54-f91b864ef1f6:project/10024"]},"ruleHome":{"ruleLifecycleHome":{"locationARI":"ari:cloud:jira:b9f4065b-ff83-4da7-aa54-f91b864ef1f6:project/10024"},"ruleBillingHome":{"locationARI":"ari:cloud:jira-servicedesk::site/b9f4065b-ff83-4da7-aa54-f91b864ef1f6"}},"writeAccessType":"UNRESTRICTED","collaborators":[],"billingType":"NORMAL"}]}If you still encounter issues, please feel free to contact Atlassian Support
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