youngmon/atlassian-qna huggingface dataset:
Automation: Email with list of issues specific to reporters who created them (Jira Server Edition)
Asked by Kalyan Sattaluri:

I am on the Jira Server / Enterprise edition.

I need to send an email reminder to reporters of issues they have created but are missing certain fields.

Also,

* I dont want to create filter subscriptions for this because the reporters are many.
* Similarily, I dont want to hard code reporters in JQL as well.
* I dont want to send 1 email per issue.

My requirement is: Automation with ,1 email with their set of issues, per reporter.

I have been searching the forums and all I have found is solution which is on Cloud Instance utilizing variable to hold the current "reporter" and modifying the JQL after branching.

But since Server instance does not have variables concept, can this be acheived in some other way?

Few of the links which discuss cloud version of automation for such scenario:

<https://community.atlassian.com/t5/Jira-Software-questions/How-to-create-Automation-email-only-showing-Assignee-issues/qaq-p/2274061>

<https://community.atlassian.com/t5/Jira-Core-Server-questions/How-can-I-use-Advanced-Branching-in-Automation-for-unique/qaq-p/1909075>

[@Bill Sheboy](/t5/user/viewprofilepage/user-id/1685313) in one of the threads has shared steps in the ticket which I am copying here for recap.. (bolded the parts I need help with cause I dont have "variables" option in my jira instance.)

* Trigger: scheduled with no JQL
* action: lookup issues, with the JQL, to find the issues of note
* advanced compare condition: to check for issues with {{lookupIssues.size\|0}} is greater than 0
* advanced branch: over the possible assignees. The key is using distinct to walk the users/people who have assigned issues.
  * **variable: varAssigneeAccountId**
  * smart value: {{lookupIssues.assignee.accountId.distinct}}
    * **action: lookup issues again with the JQL, adding on assignee = {{varAssigneeAccountId}}**
    * action: send your email to the specific person/user

But need help to implement the same in Server instance.. please.


Answers:
author: Bill Sheboy
body: Hi [@Kalyan Sattaluri](/t5/user/viewprofilepage/user-id/5118323)

FYI that lookup issues and create variables appear to be "in progress" now for Jira Server/Data Center and they started in March and April, respectively. You may watch the progress on these items:

* <https://jira.atlassian.com/browse/JIRAAUTOSERVER-53>
* <https://jira.atlassian.com/browse/JIRAAUTOSERVER-22>

Kind regards,  
Bill

comments: author: Kalyan Sattaluri
body: Thanks Bill for update. Watching those tickets now.
Extract an email address from the body of an email
Asked by Morgan Daly:

Hello.

As I cannot work out how to make a single Jira form publicly accessible I am looking at using a Google form for ticket submission.

The problem is that the form gets submitted as the owner of the form not as the ticket submitter. I can send the email address of the submitter in the body of the email. I am wondering if there is a way to extract the email address from the body of an email and use the address to invite them to our Jira project and assign them as the reporter?

Thanks  
Morgs


Answers:
author: Morgan Daly
body: Essentially, what I am trying to do is extract the email address from the body and use it to "Add new customer" before assigning the new customer as the "Reporter".

I am getting stuck on the "Reporter" part now as this component does not allow me to use smart text values.

Any ideas?

Thanks  
Morgs

![Screenshot 2023-06-12 at 12.35.34 pm.png](https://community.atlassian.com/t5/image/serverpage/image-id/262590i135AA539A00152BD/image-size/large?v=v2&px=999 "Screenshot 2023-06-12 at 12.35.34 pm.png")

comments: author: Curt Holley
body: You can add smart values in the reporter field. type it and transmit (hit enter)  

<br />


author: Morgan Daly
body: Thank you.

I did finally work this out however, I think it took me so long because I was trying to do this and maybe my value was too long.

In the end I created a variable and then I was able to use the variable.

Thanks again.  
Morgs


author: Morgan Daly
body: All good. It was easy in the end to extract the email from the description content.

{{issue.description.substringAfter("Form submitter email: ")}}


author: Curt Holley
body: Hi [@Morgan Daly](/t5/user/viewprofilepage/user-id/5156932)   
Welcome to the community!  

To help us try and answer your question, some more questions.

1. Are you using Jira Cloud, or...?
2. What kind of project are we talking about JSM? JSW? JWM?
3. Are you currently using a google form or you are considering that as a next step?
4. Can you show us your automation rule and any errors from the audit log?   

As without this info, it is hard to picture your exact scenario.

comments: author: Morgan Daly
body: Hi Curt.

- Cloud

- JSM

- Google form with Google script to format the body nicely.

-- Would prefer to just be able to surface a Jira form, publicly.

I think I am on the right track now with {{issue.description.substringAfter("Form submitter email: ")}} - I just didn't think it was going to be built in and this easy.

Thanks  
Morgs
Get by API all the atlassian users and their last logins in confluence, software, service desk?
Asked by Micaela Festa:

We're working in a app to automatize the jira licenses workflow and i need to get all the atlassian users by api with their last logins in the diferent systems like confluence, software or servide desk, but i can't find a way to do it automatically.


Answers:
author: Jind?ich L?ffler
body: You need to do it via script (script runner) or using own program that calls API   

Get user list  
{your_jira_domain}/rest/api/3/users/search  

Get data of each user (where you need to parse data user about systems)  
{your_jira_domain}/rest/api/3/user?accountId={user_id}\&expand=groups  

Get last active dates for each user and each system  
<https://api.atlassian.com/admin/v1/orgs/>{org_id}/directory/users/{user_id}/last-active-dates  


Tags: cloud
Reminder mail
Asked by Sampath:

Team

I have set reminder mail for approvers mentioned in all our internal tickets , but when I manually test with my ID it works. but when I set **Approvers mail not sent**

**JQL:**

project = XX AND "Support Level" = "Level 1" AND status = "Waiting for approval" AND status CHANGED TO "Waiting for approval" BEFORE -3d

here every 3 days once I have set it to send reminder mail


Answers:
author: Anthony Morais
body: Hi [@Sampath](/t5/user/viewprofilepage/user-id/3886406)

Please go to gear symbol --\> **Issues** --\> **Custom Field** --\> Then type **Approvers**   
See image below:

![APPROVERS.png](https://community.atlassian.com/t5/image/serverpage/image-id/263211iC107A42B957228F4/image-size/large?v=v2&px=999 "APPROVERS.png")

Click on the 3 dots --\> Context and default value

![DEFAULT VALUE.png](https://community.atlassian.com/t5/image/serverpage/image-id/263213i7F97FC321B391B03/image-size/large?v=v2&px=999 "DEFAULT VALUE.png")

Click Edit Default Value and check if you have any user as approver

![EDIT DEFAULT VALUE.png](https://community.atlassian.com/t5/image/serverpage/image-id/263214i98F96CE26C5CE898/image-size/large?v=v2&px=999 "EDIT DEFAULT VALUE.png")

If not, add the user and test the automation again.

![add approvers.png](https://community.atlassian.com/t5/image/serverpage/image-id/263215iB2006C4335D1D96C/image-size/large?v=v2&px=999 "add approvers.png")

Another option is to check in the workflow if the approvers field is linked in the approval  

![workflow.png](https://community.atlassian.com/t5/image/serverpage/image-id/263218iDBC7B295E91755F1/image-size/large?v=v2&px=999 "workflow.png")

![workflow approvers.png](https://community.atlassian.com/t5/image/serverpage/image-id/263219iF6E252F05B147092/image-size/large?v=v2&px=999 "workflow approvers.png")

If it works please mark my answer as accepted.  
thanks!

comments: author: Sampath
body: Thanks [@Anthony Morais](/t5/user/viewprofilepage/user-id/5204654) wonderful support


author: Sampath
body: Hi [@Anthony Morais](/t5/user/viewprofilepage/user-id/5204654)

Do you have any idea about , once i set for automation to remind approvers, \& at the same time ticket should commented like "reminder mail sent to approver", is it possible in same automation rule


author: Anthony Morais
body: Hi Sampath!

Glad it helped,

The automation would look like this:  

![automation.png](https://community.atlassian.com/t5/image/serverpage/image-id/266134iC216B7D4931EE039/image-size/large?v=v2&px=999 "automation.png")

![send email.png](https://community.atlassian.com/t5/image/serverpage/image-id/266135i0E47563DA610EADE/image-size/large?v=v2&px=999 "send email.png")

![comment.png](https://community.atlassian.com/t5/image/serverpage/image-id/266136iCB9A79989801E27B/image-size/large?v=v2&px=999 "comment.png")

Regards,

Anthony


author: Sampath
body: Hi [@Anthony Morais](/t5/user/viewprofilepage/user-id/5204654)

Hope you doing well, Can we add specified members tickets to send reminder pls advise
Plugin License Renewal notification for Jira server
Asked by ranjithkumarx.s:

Hi Community,

We are using Jira software (server) and usually we use number of plugins to reach out the requirements and they will get expire by due date.

For expiry date of license we usually monitor manually, but our plan is to automate i.e., Implementation of a script to get notification before the due date (Ex :- 15/30 days) to the administrators.

Could anyone please suggest the approach. TIA

Thanks  
Ranjith


Answers:
author: Evgenii
body: Hi, [@ranjithkumarx.s](/t5/user/viewprofilepage/user-id/4641242)

You can use REST API.

<https://jira_address/rest/plugins/applications/1.0/installed/jira-software/license>

It shows information about license

More information here:

<https://confluence.atlassian.com/jirakb/how-to-retrieve-application-license-details-or-set-the-license-via-private-rest-api-in-jira-7+-934728265.html>

And here information about add-ons license:

<https://confluence.atlassian.com/jirakb/how-to-access-upm-rest-api-for-license-details-777021716.html>
Send limited information about all issues to 3rd party service (lookup issues limit to 100 elements)
Asked by Nicolay Subbota:

Hi,

My goal is to send \*limited info\* about all issues that I currently have in Jira (about 1500 tickets) to 3rd party service via HTTP request.

I found that "Lookup issues" + "Send web request" is a great solution for me because I need a good level of security for this - because I send in a request only limited info about my issues and does not provide any other info related to Jira (for example API Token or something similar).

But I faced an issue that "Lookup issues" provide info about up to 100 issues using JQL.   
And it is a big problem because I have about 1500 tickets.

Maybe someone faced with a similar question and find a good solution![hook-send-data.png](https://community.atlassian.com/t5/image/serverpage/image-id/261757iCCB4A918369E9228/image-size/large?v=v2&px=999 "hook-send-data.png")


Answers:
author: Darryl Lee
body: Hi, somebody at my work needed to limit how many issues he ran his automation on, and ended up using the [limitedResults() function](https://almbase.atlassian.net/wiki/spaces/MDOC/pages/4100555789/Limited+Results+JQL+function+Cloud) from [GO! JQL: Essential JQL Functions](https://marketplace.atlassian.com/apps/1225063/go-jql-essential-jql-functions).

I think the problem though is that in your case, you need to do the first 100, and then the next 100, and then the next. (In his case, the automation was making an edit that would then remove those issues from his query, so it automatically reduced the number on every run.)

Because underlying issue IDs are numbered sequentially, I was thinking you might be able to look at your issue IDs and do something clever like:

```
id > 12000 AND id < 12099
```

But Jira doesn't like that.

Hum.
How do you preserve the formatting when sending data from Jira to external integration?
Asked by Shashi Matha:

We are working with Jira to Salesforce integration. The comments are coming fine but formatting not. Has anyone addressed this issue before? We are not using any marketplace plugins or not intending to. Thanks in advance community!


Answers:
author: Bill Sheboy
body: Hi [@Shashi Matha](/t5/user/viewprofilepage/user-id/4000880)

I recommend reviewing the documentation for the integration tool and contacting that tool's vendor to learn what is possible.

From the Jira side, you may be able to preserve some formatting with plain text or HTML, however the markup Jira uses (such as for user mentions) may not will not be compatible.

Kind regards,  
Bill

comments: author: Shashi Matha
body: Thanks [@Bill Sheboy](/t5/user/viewprofilepage/user-id/1685313) - I was looking to see if anyone has done this and have recommendations for the jira side of things.


author: Bill Sheboy
body: Understood, and I still recommend asking the vendor as often marketplace vendors have examples of use cases for products like Jira.


author: Shashi Matha
body: I agree. Hope they share something for DIY folks like me ?
Sum od storypoints from taks and features
Asked by yogyata Mehan:

Hi Team,

My team follows below structure,

Story

Feature

Task and Bug (They link to the feature)

All tasks and bugs are linked to features and they are estimated in story points.

I want to create an automated rule which will sum up all story points at the feature level.

Kindly Advice.


Answers:
author: Mauricio Heberle
body: Not sure what is your trigger, but I believe would be something similar to this. Just replace the "Executed" for Estimated

![Captura de Tela 2023-06-06 a?s 10.29.50.png](https://community.atlassian.com/t5/image/serverpage/image-id/261569iA885B6A925EC5D2B/image-size/large?v=v2&px=999 "Captura de Tela 2023-06-06 a?s 10.29.50.png")
How can a notification be created that reminds a reporter when an ticket needs action taken?
Asked by Vincent Ivory:

In my change workflow I have a verification state which upon approval the issue is moved to Closed. When the verification state is inactive for a period of time (48 hours) I need for a reminder to be sent to the verifier that they should expedite approval of the ticket.


Answers:
author: Mikael Sandberg
body: Hi [@Vincent Ivory](/t5/user/viewprofilepage/user-id/5235861),

Welcome to Atlassian Community!

Check out [this rule](https://www.atlassian.com/software/jira/automation-template-library#/rule/9918920) in the automation library, you can use that as a template for the one you are looking to create. Basically you create a scheduled one that looks at updated date and in the verification status and if so, then notify the verifier that the issue needs to be actioned on.

comments: author: Vincent Ivory
body: Thank you! Much appreciated!


author: Vincent Ivory
body: Hi Mikael, I get the following error when trying to publish the automation: Thanks!

![Automation Error.jpg](https://community.atlassian.com/t5/image/serverpage/image-id/261402iEC7768F8D5DE745C/image-size/large?v=v2&px=999 "Automation Error.jpg")


author: Mikael Sandberg
body: Because you are setting it up as a scheduled rule you also have to check the box for "Run a JQL..." just as in the example I linked to:

![Screenshot 2023-06-05 at 1.06.53 PM.png](https://community.atlassian.com/t5/image/serverpage/image-id/261436i512B165977732EEE/image-size/large?v=v2&px=999 "Screenshot 2023-06-05 at 1.06.53 PM.png")

And you can add your conditions to the JQL instead of having separate components for it.


author: Vincent Ivory
body: Thanks. Is there a link to commonly used JQL commands?


author: Mikael Sandberg
body: You can find the documentation here, <https://support.atlassian.com/jira-service-management-cloud/docs/use-advanced-search-with-jira-query-language-jql/>
Is there any possibility to get the multiple version names in single custom field by automation
Asked by V N Raju Raju:

Hi,

I have linked the story and release tickets and again linked these two tickets to the multiple master release tickets. here each and every master ticket has individual versions. Is it possible to get all master release tickets' version names in a single field into release and story tickets as hyperlinks?

also need to get all master tickets IDs in one custom field


Answers:
author: Bill Sheboy
body: Hi [@V N Raju Raju](/t5/user/viewprofilepage/user-id/5234074)

What you are asking is very specific for your needs and the part about story links as hyperlinks in some single issue field is unlikely to be supported with built-in Jira features. Rolling up the individual versions may be possible...

Are you using Jira Cloud or Server/Data Center? I will assume Jira Cloud...

If I understand your scenario, you have a series of Jira issues linked together. And, multiple issues have an associated fixVersion (i.e., release). Depending upon how the issues are linked, it would be possible to gather them with a JQL statement, use the lookup issues action to then summarize the release names in a field.

Kind regards,  
Bill

comments: author: V N Raju Raju
body: Hi [@Bill Sheboy](/t5/user/viewprofilepage/user-id/1685313),

Thanks for the quick response. I am using Jira Cloud Instance and my issue hierarchy is like below

Master Release==\>Release==\>Story

Each master release had the individual Release. If link These Release and Story tickets to Multiple Master Releases have to get those Master Release versions into both Release and Story tickets like the fix version field.

also have to get all Master Release ticket IDs into both Release and Story Tickets

Thanks \& Regards  
Raju


author: Bill Sheboy
body: You describe using issue links to connect these "release" issues to stories. And so if you can write JQL to identify the issues, you can use that JQL with a JQL branch or with the Lookup Issues action with an advanced branch.


author: V N Raju Raju
body: Hi [@Bill Sheboy](/t5/user/viewprofilepage/user-id/1685313) ,

Thanks for the valuable information will try to explore this,

Best Regards

Raju
Have to update the child ticket field when we update the field value of the parent ticket field
Asked by V N Raju Raju:

I have two issue types master and child in two different projects and those are linked by parent-child. I have to update the child ticket end date field value when I change the end date field value in parent tickets.


Answers:
author: Marco Brundel
body: Hi [@V N Raju Raju](/t5/user/viewprofilepage/user-id/5234074) ,  

Welcome to the Atlassian Community.

With automation for jira you can write a rule that copies the value to a child issue or to a linked issue.  
See attachment for a small example.  

Also take a look at the [Atlassian library](https://www.atlassian.com/software/jira/automation-template-library) for examples.  

Regards, Marco

![Screenshot 2023-06-02 at 12.08.53.png](https://community.atlassian.com/t5/image/serverpage/image-id/260927iE92694A035399A20/image-size/large?v=v2&px=999 "Screenshot 2023-06-02 at 12.08.53.png")

comments: author: V N Raju Raju
body: Hi Macro,

Thanks for the quick response. The above solution is not working here. these master and child issue types have existed in two different projects and already child to parent field updation rule has existed there. have to configure the parent to child

Thanks \& Regards

Raju


author: Marco Brundel
body: Hi [@V N Raju Raju](/t5/user/viewprofilepage/user-id/5234074) ,  

That the issues are in different projects is not an problem. In the Rule Details you choose for Scope = Multiple Projects and in field Projects the 2 projects.  

What do you mean with "already child to parent field updation rule has existed there"?   
Can you explain this further?  

regards, Marco


author: V N Raju Raju
body: Hi [@Marco Brundel](/t5/user/viewprofilepage/user-id/1162861) ,

Thanks for the provided solution, this rule is working after post-modification of the scope

previously some wrote the rule for auto update the same end date field in the master ticket when the end date is changed in the child ticket and this rule provides the result

Best regards

Raju


author: Marco Brundel
body: Hi [@V N Raju Raju](/t5/user/viewprofilepage/user-id/5234074) ,  

Tip:  
In the rule details you see also the checkbox:

***Allow rule trigger***  
*Check to allow other rule actions to trigger this rule. Only enable this if you need this rule to execute in response to another rule.* When you do **not** check this box the rule will **not** react on a action/result from another automation rule.  

Regards, Marco  

p.s. If my answer helped, please choose 'Answer accepted'.
My client is having issue with bitbucket account
Asked by Christina Knot:

My client has Bitbuket account. She has been using it for the last 10 years. However now it says email does not exists when she try to login her account.

Here is the email: \<***redacted*** \>  

Please help for resolving the issue.


Answers:
author: Patrik S
body: Hello [@Christina Knot](/t5/user/viewprofilepage/user-id/3685261) ,

and welcome to the Community!

I was not able to find any Atlassian account associated with the email address you shared. Maybe your client created the account with a different email address in the past ?

I would suggest asking the user to search for previous emails from Atlassian/Bitbucket in any other mailbox they own. If they find past notifications, this means that a particular mailbox was/is associated with an Atlassian account, so the user can try to log in with that email instead.

Ps: I've removed the email from the original description of the questions to protect your privacy as this is a public forum.

Thank you, [@Christina Knot](/t5/user/viewprofilepage/user-id/3685261) !

Patrik S


Tags: bitbucket-cloud

cloud
SOC 2 - How is customer support access to our accounts monitored?
Asked by Jacob Leite:

**According to the SOC 2 report, "Customers are responsible for requesting, approving, and monitoring Atlassian's customer support access to their account." How is this being monitored?**


Answers:
author: Patrik S
body: Hello [@Jacob Leite](/t5/user/viewprofilepage/user-id/5494398) ,

and welcome to Atlassian Community!

Atlassian staff can only access a customer's workspace when the customer has an open support ticket, and an Administrator of the workspace is part of the ticket and provided the consent. This process ensures that access to a customer's workspace is granted only when explicit consent and authorization are in place, with the involvement of the workspace's Administrator.

Also, customers can monitor Atlassian's customer support access to their workspace by regularly reviewing the **Audit logs** of the workspace . By reviewing audit logs , customers can confirm if Atlassian staff accessed the workspace and when they accessed it. This allows customers to stay informed and ensure that access to their workspace is appropriate and authorized.

I hope that information helps!

Let us know in case you have any questions.

Thank you, [@Jacob Leite](/t5/user/viewprofilepage/user-id/5494398) !

Patrik S


Tags: atl-rvw

atlassian

bitbucket-cloud

cloud