Automatic Reminders notifications

Owned by Cristina Balcázar
Last updated: Aug 07, 2024
4 min read

All administrative functions of Herzum Approval require you to be a user with the Jira Cloud System Administrators global permission

 

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Overview

The Automatic Reminders feature in Herzum Approval for Cloud helps streamline approval processes by sending timely notifications to approvers. This manual guides administrators through configuring and managing two reminder methods:

  • Approval Request Emails Automated Reminders with Jira Automation: Offers flexibility in setting reminder frequencies using Jira automation rules.

  • Approval Request Emails Automated Reminders: Sends reminders every hour for all approval mappings where the feature is active.

By effectively utilizing Automatic Reminders, administrators can improve response times and reduce approval delays.

Important:

  • Email Templates: The reminder notification uses the same email template as configured in the approval mapping or email template settings.

  • Maximum Notifications: The maximum volume of notifications per action triggered is 50-100.

Approval Request Emails Automated Reminders with Jira Automation

This method leverages Jira automation to trigger reminder notifications based on specific events. You can choose to trigger reminders either by updating a custom Date Time Picker field or by adding a specific comment to an issue.

Global Configuration

  1. To enable the automation of approval request email reminders using Jira Automation trigger based on a field update, a new custom Date Time Picker field needs to be established. This field should be incorporated into the issue's edit screen and configured as editable.

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  1. Navigate to the Herzum Approval Configuration> Global Configuration > General settings

  2. Select the Date Time Picker field in the "Custom field to trigger email reminder with Jira Automation" field.

 

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Approval Mapping Configuration

  1. Navigate to the Herzum Approval configuration and select the desired approval mapping.

  2. Click “Configure advanced settings”

 

  1. Select the “Approval Request emails Automated Reminders”

 

 

  1. Enable “This setting allows you to run automatic email reminders triggered by a Jira Automation rule” option

 

Jira Automation rule

  1. On the project settings select the automation option

  2. Select create a new rule

  1. Set the trigger to a scheduled event with the desired occurrence, this will define the frequency of the notifications to be sent.

 

  1. Enable "Run a JQL search and execute actions for each issue in the query". Define a JQL query to identify issues requiring reminders (limit to 100 issues).

  2. Disable “Only include issues that have changed since the last time this rule executed”

 

Trigger by Field update

  1. Add an "Edit issue" action to the automation rule.

 

  1. Select the Date Time Picker created previously and set the value to {{now}}.

 

Trigger by Comment

  1. Add a "Comment on issue" action to the automation rule

 

  1. Use the exact comment text: "The validation process for reminder notifications for pending approvals has been triggered."

  2. Disable “Prevent duplicates by only adding this comment once to a particular issue.”

 

Before turning on the rule, navigate to Rule details and assign a name to the rule and configure the actor with a user who has access to the project.

 

 

Approval Request Emails Automated Reminders

This method sends hourly reminders for approval mappings when the feature is enabled. The reminders are send to users with pending approvals.

Approval Mapping Configuration

  1. Navigate to Herzum Approval Configuration and select the desired approval mapping.

  2. Click "Configure advanced settings"

 

  1. Select the “Approval Request emails Automated Reminders”

 

 

  1. Enable “This setting allows you to run automatic email reminders in 1-hour periods when an approval is still pending.”

 

JQL Condition (Optional)

To filter issues, configure the "Additional JQL for the email reminder" in Herzum Approval Configuration > Global Configuration > General Settings.

This JQL condition will be applied to the reminder feature of all the approval mappings with the 1 hour reminder feature enabled.