How to create an 'Approval completed' notification through Automation


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

Summary

This article provides a step-by-step guide on how to create an automation rule that instantly notifies users whenever an issue's approval step is accepted or declined.


Environment

Jira Service Management cloud.


Solution

The solution is based on an automation rule triggered when an approval step is completed.
This means the rule will be executed when an approval step on an issue is accepted or declined.

For workflows with more than one approval step, rules with this trigger will be executed repeatedly after each step.

Building the Automation rule

In your Project, go to Project Settings > Automation and click Create rule.

Set the rule as:

  • Approval Completed trigger
  • Send Email action
    • To: All Customers involved
      This will include Request Participants, Approvers, and members of the Organization. You can customize it as per your business needs.

    • Subject: Customize as required. The following text is used as an example:

      Request {{issue.issuekey}} has been {{approval.decision}}
    • Content: Customize as required. The following text is used as an example:

      Your request has been {{approval.decision}} by {{issue.Approvers.displayName}}
      
      <a href="{{issue.url.customer}}">View Request</a>
  • Save and Publish the rule

  • Here is what the rule will look like:





You can also import the following sample rule NotifyOnApproval-KB-automation.json

  • Reference article on how to import the above rule to your site - Import and export Jira automation rules
    (info) The rule is disabled so that it doesn't run automatically before the necessary changes to the regex that suit your needs and the required testing is done.
    Next, It's important to select the right Project Scope after importing the new rule. Also, leave the  Import rule owners unchecked. 


Contact Atlassian support if you have any questions. 




Last modified on Feb 29, 2024

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