Daily
Email assignees and leads about overdue Jira tickets
Each morning, people with overdue or blocked tickets get one email listing them, with their lead copied, and nobody is emailed about the same ticket twice in a row.
- Runs
- Daily
- Apps
- Gmail, Jira
- AI
- Not needed
- Access
- Jira browse; gmail.send
Send this to your assistant
Create a ClickRuntime automation: every weekday morning, find overdue or blocked tickets in Jira project OPS, send each assignee one email listing theirs with their team lead in copy, and don't repeat the same ticket two days running.
First time? Adding ClickRuntime to your assistant takes about two minutes.
Why use it
Why teams use this automation
An operations team has clear due dates in Jira, but nobody looks at the overdue filter. Tickets slide past their dates for weeks, and leads find out in the monthly review when it is too late to help.
A short email to each assignee listing their overdue and blocked tickets, with their lead copied, turns a silent filter into a daily prompt. People update dates or ask for help, and leads can step in while it still makes a difference.
What you get out of it
Overdue work gets attention
Each person sees their own overdue tickets in their inbox. Dates are updated or work gets done.
Leads can help early
Copying the lead means blocked work is visible. They can remove obstacles before deadlines are badly missed.
One email per person
All of someone's tickets come in a single message. Inboxes are not flooded.
No daily nagging about the same ticket
A ticket is not repeated on consecutive days. Reminders stay useful rather than annoying.
How it works
What happens, step by step
Every weekday morning, ClickRuntime finds overdue and blocked tickets in your Jira project.
It groups them by assignee.
It leaves out tickets that were emailed about yesterday, which it remembers.
Each assignee gets one email listing their tickets, with their lead copied.
Before it runs live
- Connect Google through your own Google app (a one-time, 10-minute setup), so it works with your own Gmail
- Connect Jira
What you get
Build your own
Need it to work differently?
Your own rules
Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.
Any number of apps
One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.
AI where it helps
Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.
On a schedule or on each event
Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.
Changes you can ask for
- Run it at a different time, more or less often, or only on weekdays
- Add an AI step, for example to summarize, sort or draft a reply
- Add another app, for example also send it to Slack
- Combine it with other Gmail and Jira steps into one automation
Under the hood
The code that runs this automation
import base64
from email.mime.text import MIMEText
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from collections import defaultdict
from clickruntime import on_trigger, credentials, http, state
JIRA, SITE = "https://api.atlassian.com/ex/jira/your-cloud-id", "https://acme.atlassian.net/browse/"
adf = lambda text: {"type": "doc", "version": 1, "content": [{"type": "paragraph", "content": [{"type": "text", "text": text}]}]}
def jira(method, path, **kw):
resp = http.request(method, JIRA + path, headers={"Authorization": f"Bearer {credentials.connection('jira', 'work')}", "Accept": "application/json"}, **kw)
return resp.raise_for_status() or (resp.json() if resp.content else None)
gmail = lambda: build("gmail", "v1", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False).users()
def send(to, subject, body, cc=None):
msg = MIMEText(body)
msg["To"], msg["Subject"] = to, subject
if cc: msg["Cc"] = cc
gmail().messages().send(userId="me", body={"raw": base64.urlsafe_b64encode(msg.as_bytes()).decode()}).execute()
LEADS = {"sam@acme.example": "lead.ops@acme.example"}
@on_trigger
def run(event):
issues = jira("POST", "/rest/api/3/search/jql", json={"jql": "project = OPS AND statusCategory != Done AND (duedate < now() OR status = Blocked)",
"fields": ["summary", "duedate", "status", "assignee"], "maxResults": 200})["issues"]
yesterday = set(state.get("emailed") or [])
by_person = defaultdict(list)
for i in issues:
a = i["fields"]["assignee"]
if a and a.get("emailAddress") and i["key"] not in yesterday:
by_person[a["emailAddress"]].append(f"{i['key']} {i['fields']['summary']} ({i['fields']['status']['name']}, due {i['fields'].get('duedate') or '-'}) {SITE}{i['key']}")
for email, lines in by_person.items():
send(email, f"{len(lines)} Jira tickets need attention", "These tickets are overdue or blocked:\n\n" + "\n".join(lines)
+ "\n\nPlease update the due date or let your lead know what is in the way.", cc=LEADS.get(email))
state.set("emailed", sorted({k.split()[0] for ls in by_person.values() for k in ls}))
return {"people": len(by_person)}FAQ
Common questions
How does it know who the lead is?
What counts as blocked?
Can it skip weekends and holidays?
What permissions does it need?
Does it need AI?
How many runs does it use?
Can I change how it works?
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