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Worklog Reminder Mail

Worklog Reminder mail delivers structured reminder emails that help teammates quickly understand what is missing and what they should do next.
Each message includes the relevant policy, reporting period, required versus logged time, and direct links to the right place in Jira, so users can resolve issues in just a few clicks.
This turns reminder emails into a useful summary of worklog expectations.

📍 Where to Find the Mail Configuration​

The mail configuration is available to Jira administrators only.

  1. Open Jira admin settings.
  2. Navigate to Apps → Worklog Reminder in the left navigation.
  3. Switch to the Worklog Reminder mail tab.

From this page, you will go through a short wizard that guides you through connecting Worklog Reminder with Jira Automation.

The wizard contains the following steps:

  • Start
  • Create rule
  • Add a trigger
  • Add an action
  • Work item criteria
  • Save configuration

🧩 How Worklog Reminder Mail Works​

Incoming webhooks in Jira Automation can only be created by site administrators, so Worklog Reminder needs a small, one-time setup.

During this wizard you will:

  • Create a global Jira Automation rule that will handle Worklog Reminder mail.
  • Use Incoming webhook as the trigger.
  • Add a Send email action using data passed from Worklog Reminder.
  • Paste the webhook URL and secret back into the app, so it can trigger the rule.

Once this is done, every time a policy check finds missing hours and a mail reminder is configured, Worklog Reminder calls the webhook and Jira Automation sends the email.

⚙️ Quick setup for Worklog Reminder mail​

To enable email reminders, you only need a single Jira Automation rule and a webhook connection:

  1. Start from the app
    Open Jira admin settings → Apps → Worklog Reminder → Worklog Reminder mail and click Start configuration. Use the Open Automations button to create a new global rule (for example, Worklog Reminder email).
  2. Configure the automation rule
    In Jira Automation, add:
    • Trigger: Incoming webhook
    • Action: Send email with:
      • To: {{webhookData.email}}
      • Subject: {{webhookData.subject}}
      • Content: {{webhookData.body}}
    • In Work item criteria for the webhook, select No work items from the webhook, then turn the rule on.
  3. Connect the webhook back to Worklog Reminder
    Copy the generated Webhook URL and Secret from the Incoming webhook trigger and paste them into the Webhook URL and Secret fields in the Worklog Reminder mail wizard.
    After saving, Worklog Reminder can trigger Jira Automation to send reminder emails whenever a policy requires a mail action.

🎥 Interactive Demo​

Interactive demo for this section is being prepared.
For now, use the step-by-step setup and email preview below.

📧 Email Preview​

The example below shows a daily worklog reminder email generated for a user whose logged hours did not meet the policy requirement.

Each email includes:

  • A clear headline explaining that logged hours need attention
  • The policy name and reporting window
  • A breakdown of required, logged, and remaining hours
  • A progress bar showing how close the user is to the target
  • Recommended next actions that explain what to do in Jira to fix the issue

This format gives users everything they need to understand the gap and quickly update their worklogs without additional explanations from managers.

✅ After Configuration​

Once everything is wired up:

  • Policy checks run on their normal schedule (daily, weekly, monthly).
  • When a check finds missing hours and a mail action is configured, Worklog Reminder calls the webhook.
  • Jira Automation sends the email using your Send email configuration.

From that point on, reminder emails become a seamless part of your time-tracking compliance flow — without manual follow-ups or custom integrations.