Automation to send email only once per assignee


 

Platform Notice: Cloud - This article applies to Atlassian products on the cloud platform.

  

Summary


Use case: Whenever the issue is due, send only one email to one user even if there is more than one due issue.

Solution

  • Create a trigger for Scheduled and update the value based on the requirement. In the below rule, the schedule is set to run every week on Monday. Click on Save.
     

  • Add a new component and select Then: Add an action > select Lookup issues. Update the JQL so the required issues are being lookedup for the next action. Click on Save.

  • Add new component with For each: create a branch > Advanced branching > Enter the smart value as {{lookupIssues.assignee.distinct}} and Variable name as distinct. Click on Save.


  • Add a new component and select Then: Add an action > enter the JQL used for lookup action previously but also include assignee = {{distinct}} just like shown in the below reference
  • Add a new component and select Then: Add an action > select Log action. This is optional. If you would like to review the user details in the audit log.
  • Add a new component and select Then: Add an action > select Send email. While updating the To field, make sure to use {{distinct.emailAddress}} Click on Save.

Expected results of the above rule

  • Users will receive only one email even though there are 3 issues that are due.

Last modified on Jan 5, 2024

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