How To Set Up Notifications

Owned by Maria Fakas (Deactivated)
Last updated: Oct 30, 2023 by Boris Berenberg
6 min read

Manage notifications in your Jira and Service Management. Use JQL queries or apply default Jira filters to create personalized notifications for a specific group of people.

How to set up your notification in Notification Assistant for Jira Cloud

To set up notifications in Notification Assistant, you can either set them up at the Global or Project level.

Global Level

Go to the Apps section and then pick Global notifications

 

Project Level

Go to the Project Settings and select “Apps“. Scroll down to find the "Notification Assistant" and click on it. Configure your notification following the steps described below.

Edit Notification Details

  1. Notification Name. Provide a unique name for your notification in this required field.

  2. Description. If you like, you can provide your notification with a description to remember the notification's purpose.

Configure Triggers

Determine when the notification should fire and in which interval.

  1. Weekly. Select how often, at what time interval, and on which days the notification will fire.

     

  2. Date/Time. You can specify a start and stop date/time for the notification based on the Custom Fields values on issues found by the JQL query.

     

  3. Monthly. You can specify a day of the month or the Nth day of the week and the time the notification will be fired.

     

  4. CRON expression. You can specify your own CRON expression. Provides a parser and evaluator for unix-like CRON expressions.

     

  5. Event. You can choose trigger by events. You may choose the notification to respect the "Do not notify me" settings in the Jira user profile.

    You can read more about what each event means in our https://atlasauthority.atlassian.net/wiki/spaces/NAFJC/pages/2820734998 page.

Tip: Remember that too many or low value notifications may be consider spam by your recipient.

JQL Expression

Custom JQL. Write any JQL expression to fire your custom notification. To learn more about JQL syntax, read this doc https://support.atlassian.com/jira-core-cloud/docs/use-advanced-search-with-jira-query-language-jql/.

Add Recipients

You can pick recipients from People, Users, Groups, Project Roles, Custom Fields, or enter their hardcoded email addresses. To add recipients, click on the “Configure Recipients” tab and choose the required checkboxes in a modal window. Select whether you like to send one email to all recipients or a personal email per recipient.

Recipients that are email addresses in custom fields, or hardcoded in the Email tab do not need to be licensed Jira users. However, this also means we can’t perform permission checking. Please be careful with how you use this functionality.

 

  1. People. In this tab, you can add Assignee, Reporter, Watchers, or Voters to the recipient list.

     

  2. Users. In this tab, you can specify Jira Users to receive notifications. Enter a user name in the user picker. In case you add a Jira user who has no access to the issue or project you configured in the notification, this user won’t be notified. If you need to notify this person anyway, add their hardcoded email address.

     

  3. Groups. Select one or more Jira groups to receive notifications. Your notification email will be sent to every recipient separately, not as a group letter in your email agent. See more about user groups in the Managing groups section.

     

  4. Roles. You can select one or more Jira Project Roles to receive notifications. For example, it could be Developers, Administrators, Service Management Customers, or Service Management Team. See more about roles on the Managing project roles page.

     

  5. Custom Field. To add recipients from custom fields, you can choose a custom field of type "Text Field," "User Picker," "Multi-User Picker," "Group Picker," "Multi-Group Picker" and "JSM Request Recipients" to be the recipient. The custom field of type "Text Field" needs to be populated with one or many valid comma-separated email addresses for notifications to be sent. You can add custom fields in the administration menu "Issues / Fields." See more about custom fields on the Adding a custom field page.

     

  6. Email. Whether it’s a licensed Jira user or an external recipient, you can specify one or many email addresses separated by a comma to notify these people.

Advanced Notification Settings

Template Selection

In the Advanced Notification Settings, select the template theme to the notification. The list of available email templates is visible in a drop-down menu. You can leave it on Dynamic so that NAFJC automatically selects the right default template, or pick from our list of default templates; Table Template, Single Issue Template, Comment Template, or pick a template you created in the template editor.

Including Comment

If you’re using an Issue Commented, Public Comment on Issue, Private Comment on Issue, or their respective Edited events, you can also include previous comments in the email. NAFJ will automatically include as many as there are on the issue, up to 10.

Please, remember that it is required to use the Last comment body field in your Template for this to work. For more information, refer to https://atlasauthority.atlassian.net/l/cp/o19yxczm.

Including Attachment

Mark the checkbox if you need your notification to include attachments in emails. Please readhttps://atlasauthority.atlassian.net/wiki/spaces/NAFJC/pages/1955725701 for more info.

Exporting Issues as CSV

Mark the above checkbox if you want to export the issues that trigger the notification as a CSV file. Note: the CSV will be attached to email notifications regardless of the settings in Including Attachment.

Mark the above checkbox if you want the CSV to include all issue fields. If the checkbox is not checked, only issue fields that are used by the notification’s Template are exported.

Event Grouping

You can configure event grouping / batching of events into a single email. Please read for more details.

Enable Workflow Approvals via Email

You can configure enable approvals via email. Please read for more information.

Customer reply email

You can set the email to which a customer’s email will go when they hit reply on a notification. This setting is only enabled on Notifications being configured at the Project level.

Please, be aware to use only valid email addresses otherwise the notifications are going to fail.

Click Save and you’re done!