Set up an email notification for a due date 7 days in the future

[Brandi Myers-Shank]

Hello,

I've done some research and found a few answers but can't seem to get my automation to run without errors.

I want to program Jira to send an email 7 days before the due date as a 7 day out reminder. I have it scheduled to run every day in the morning, what should my JQL entry be for the custom field "due date"?

[Mikael Sandberg · Accepted solution]

You would add this to your JQL to get issue that are due 7 days out:

due = 7d

Another option to do it is to use smart values to see if the due date is 7 days out, similar to this automation that I have that sends a reminder 90 days out:

The reason I'm using smart values is because the due date is not required and there are issues in the project that should not get the notification.

[Bill Sheboy]

Hi @Brandi Myers-Shank 

Adding to Mikael's answer:

To whom are you sending this notification?

I ask that question because if you are sending this just to yourself, you may want one email that day, versus an email for each issue.  Similarly if you are sending emails to assignees, they may want to only see their issues, not everything due 7 days out (possibly for other assignees).

You may adjust your rule accordingly if you want to handle these cases, using rule components like branching and the Lookup Issues action.

Kind regards,
Bill

[Brandi Myers-Shank]

Thank you both. The email would go to the assignee(s) of the issue. 

[Bill Sheboy]

Brandi, your rule could be something like below.  Please compare it to what you have to help identify the cause of the errors.

• trigger: scheduled, but with no JQL
• action: lookup issues with JQL to find issues meeting your criteria
• advanced compare condition: check if there are issues to process, testing is {{lookupIssues.size|0}} greater than 0
• advanced branch: to cover the distinct assignees for the issues
  • smart value: {{lookupIssues.assignee.distinct}}
  • variable: varAssignee
    • action: lookup issues again, with the same JQL from the earlier lookup, but adding AND assignee = {{varAssignee.accountId}}
    • action: email
      • you may send this to {{varAssignee.emailAddress}}
      • and the issues would be in the lookup, and you can get the fields as described here: https://support.atlassian.com/cloud-automation/docs/jira-automation-actions/#Lookup-issues

[Brandi Myers-Shank]

Thank you for the help. Based on the information provided above, what would by jql query be? I'm not a programmer and am very new to Jira. I'm trying to get it set up before we start using it.

[Bill Sheboy]

First, Mikael gave you a good start for that JQL.  You may add to it with:

project = yourProjectName AND due = 7d

You may add other conditions as needed.

Next, as you describe being new to Jira, you may want to look at the free training from Atlassian on writing JQL:

https://university.atlassian.com/student/path/849533-gain-project-insights-through-jql

And after that, look at the more advanced features:

https://support.atlassian.com/jira-software-cloud/docs/what-is-advanced-search-in-jira-cloud/

[Brandi Myers-Shank]

Thank you!!