How do I automate scheduled recurring tasks (w/o plugin) and send a notification to users?

[Heidi]

Hi there! I'd like to automate the creation of scheduled recurring tasks and send email reminders to the team members mentioned in the recurring tasks.

The setup I have chosen (below) only creates the task but doesn't send an email to the team members mentioned in the task. I have tried with JQL search and with just executing conditions and actions. Nothing works. Do I need a condition or something?

Ideally, I'd also like to push the issue straight into the "Prepared" column instead of the Backlog.

Please also consider that I'm working with  Jira v8.20.13

Really appreciate any help :-)

[Bill Sheboy · Accepted solution]

Hi @Heidi -- Welcome to the Atlassian Community!

When you create an issue in a rule, you may refer to it using {{createdIssue}} to access its fields.  If you create multiple issues, you may instead use {{createdIssues}}  Those can be referenced in your email.

And...once you create the issue(s) you can then branch to most recently created issue (or issues), and use the Transition Action to change their status.

Kind regards,
Bill

[Heidi]

Hi @Bill Sheboy Thank you for your prompt reply!

I implemented your suggestion, 

and this is the result.

I'm wondering why there is no issue present. Is there anything else I need to consider?

The transition worked beautifully! :-)

[Bill Sheboy]

Would you please post an image of your revised, complete rule?  Thanks!

[Heidi]

I have now chosen the "simply runthe conditions..." rule to avoid applying the rule to other tickets with the same search terms.

[Bill Sheboy]

Thanks!  Does your scheduled trigger have JQL to access any issues from which to copy into the new Task?

[Heidi]

No. The trigger is as above in the image. I simply want to create the same ticket with a smart checklist each month. Is it only possible to send emails if I use JQL in the trigger?

[Bill Sheboy]

No, that should have no impact: you can send an email at any point in the rule. 

The only limitation is if you want issue data/fields in the email, you want the email action at the correct location in the rule to "see" the issue.

[Heidi]

Do you have any suggestion why my current setup doesn't work? It doesn't send emails because it can't read out the roles "Assignee" "Additional Editors" etc.

[Bill Sheboy]

If you are trying to send the email to users referenced in the newly created issue, your two options are:

1. Reference that issue's fields, such as with {{createdIssue.assignee.emailAddress}}
2. Branch to the most recently created issue, and send the email from inside of the branch.  That will allow reference the the fields directly as you showed earlier.

[Heidi]

Excellent!! I used option 2 and it now works. Thank you so much for your help and patience!

[Bill Sheboy]

Awesome; I am glad to learn that helped.