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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.

Paste it into your assistant. It tells you what it will send or change before it runs live.

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

  1. Every weekday morning, ClickRuntime finds overdue and blocked tickets in your Jira project.

  2. It groups them by assignee.

  3. It leaves out tickets that were emailed about yesterday, which it remembers.

  4. 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

RunsDaily
Email assignees and leads about overdue Jira ticketstoday, 9:00Succeeded
Email · 2 Jira tickets need attentionOPS-310 Renew Northwind SSL certificate (In Progress, due 2026-10-15)

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • 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

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
escalate_overdue_and_blocked_tickets_by_email.pyexample
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?
From a list you give it of each team member and their lead, or from a Jira field such as Team Lead if your project has one.
What counts as blocked?
A Blocked status or a flag on the ticket, whichever your team uses.
Can it skip weekends and holidays?
It runs on weekdays only. You can add holiday dates to skip.
What permissions does it need?
Jira browse; gmail.send. Nothing else in your accounts is used.
Does it need AI?
No. It runs without AI, so it doesn't use your plan's AI allowance.
How many runs does it use?
One run each time it runs (daily). Checks that find nothing to do and stop right away aren't counted.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

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