{ "workflow": { "id": 9827, "name": "Automate Jira backlog hygiene and reporting with Slack, Gmail and GPT-4", "views": 96, "recentViews": 0, "totalViews": 96, "createdAt": "2025-10-17T12:15:22.953Z", "description": "## Description\nAutomate Jira backlog management with intelligent cleanup, prioritization, and AI-powered reporting. This workflow scans daily to identify stale issues, missing priorities, and overdue tasks β€” auto-updates Jira with corrective labels, logs everything into Google Sheets for tracking, and notifies teams via Slack. Every Friday, it sends an AI-generated backlog summary email to project leads for visibility and planning. πŸš€πŸ“…\n\n## What This Template Does\n- Step 1: Triggers automatically every weekday at 7:00 AM to fetch backlog issues from Jira. ⏰\n- Step 2: Filters issues missing estimates, assignees, or priority values for cleanup. 🧹\n- Step 3: Applies corrective labels (e.g., β€œNeeds Estimation,” β€œUnassigned,” β€œOverdue”). 🏷️\n- Step 4: Logs all flagged issues into Google Sheets with timestamps for audit tracking. πŸ“Š\n- Step 5: Sends real-time Slack alerts summarizing key backlog insights. πŸ’¬\n- Step 6: Every Friday, uses GPT-4 to generate a summarized backlog health report. πŸ€–\n- Step 7: Delivers weekly summary emails to leads and project managers via Gmail. πŸ“§\n\n## Key Benefits\nβœ… Eliminates manual backlog reviews and prioritization.\n βœ… Ensures consistent Jira hygiene and task visibility.\n βœ… Provides centralized backlog tracking via Google Sheets.\n βœ… Sends real-time alerts for overdue and unassigned tasks.\n βœ… Offers AI-driven insights for better sprint planning.\n\n## Features\n- Automated daily trigger (Mon–Fri, 7 AM)\n- Jira issue fetching and filtering by priority and assignment\n- Smart labeling for hygiene tracking\n- Slack alerts for backlog anomalies\n- Weekly GPT-4 generated summary reporting\n- Google Sheets integration for historical logging\n- Gmail integration for summary email delivery\n\n## Requirements\n- Jira API credentials with read/write issue permissions\n- Google Sheets OAuth2 credentials for data logging\n- Slack Bot token with chat:write permissions\n- Gmail OAuth2 credentials for email delivery\n- OpenAI or Azure OpenAI API key for GPT-4 summarization\n\n## Target Audience\n- Agile and Scrum teams maintaining large backlogs 🧩\n- Product managers ensuring backlog quality and consistency πŸ“‹\n- Engineering leads seeking proactive backlog hygiene πŸ› οΈ\n- Organizations needing visibility across project tasks 🏒\n- Remote teams using Slack for daily syncs 🌐\n\n## Step-by-Step Setup Instructions\n- Connect Jira credentials and specify your project key(s). πŸ”‘\n- Link your Google Sheet and replace YOUR_SHEET_ID for backlog tracking. πŸ“Š\n- Configure Slack and replace YOUR_CHANNEL_ID for alert delivery. πŸ’¬\n- Add Gmail credentials and define recipient emails for weekly reports. πŸ“§\n- Add your GPT-4 API key (OpenAI or Azure) for AI summarization. πŸ€–\n- Adjust cron expression (0 7 * * 1-5) to match your local timezone. ⏰\n- Run manually once to validate all connections, then enable automation. βœ…", "workflow": { "id": "0zvZIMYoz7Yavdpc", "meta": { "instanceId": "8443f10082278c46aa5cf3acf8ff0f70061a2c58bce76efac814b16290845177", "templateCredsSetupCompleted": true }, "name": "Automate Jira Backlog Hygiene and Reporting with Slack ,Gmail and AI", "tags": [], "nodes": [ { "id": "2c632cb2-a465-48a1-8615-646ae004a906", "name": "Workflow Overview", "type": "n8n-nodes-base.stickyNote", "position": [ -2208, -672 ], "parameters": { "color": 4, "width": 389, "height": 564, "content": "## 🎯 Backlog Hygiene & Auto-Grooming\n\nAutomated Jira backlog management that identifies issues, takes corrective actions, and generates AI-powered reports.\n\n**What it does:**\n- Runs weekdays at 9 AM to analyze backlog items\n- Identifies overdue tasks and missing priorities\n- Auto-tags issues needing attention\n- Logs all backlog items to Google Sheets\n- Sends real-time Slack alerts for critical issues\n- Generates AI-powered weekly digest emails\n\n**Use Case:** Perfect for engineering teams maintaining clean, prioritized Jira backlogs with minimal manual effort.\n\n**Required Setup:**\n- Jira Software Cloud credentials\n- Google Sheets for audit trail\n- Slack workspace for alerts\n- Gmail for email digests\n- Azure OpenAI API for AI summaries" }, "typeVersion": 1 }, { "id": "ef8e559f-6e94-42c5-a70e-6cfd6ddea13f", "name": "Daily Schedule Trigger", "type": "n8n-nodes-base.scheduleTrigger", "position": [ -1680, -416 ], "parameters": { "rule": { "interval": [ { "field": "cronExpression", "expression": "0 9 * * 1-5" } ] } }, "typeVersion": 1.2 }, { "id": "30388334-2118-4d6d-a355-cc01ecf97bf5", "name": "Note - Schedule", "type": "n8n-nodes-base.stickyNote", "position": [ -1760, -272 ], "parameters": { "width": 262, "height": 237, "content": "## ⏰ Weekday Mornings\n\nRuns Mon-Fri at 9:00 AM to groom backlog.\n\n**Schedule:** `0 9 * * 1-5`\n**Timing:** Daily at 09:00 on weekdays\n\n" }, "typeVersion": 1 }, { "id": "c5ac2613-c23e-40c3-b0ff-0bb805b876e1", "name": "Fetch Jira Backlog", "type": "n8n-nodes-base.jira", "position": [ -1456, -416 ], "parameters": { "options": { "jql": "project = YOUR_PROJECT_KEY AND status in (\"Backlog\") ORDER BY created DESC" }, "operation": "getAll", "returnAll": true }, "typeVersion": 1 }, { "id": "c56145cd-e7bd-47f2-945d-331c491d2eab", "name": "Note - Fetch", "type": "n8n-nodes-base.stickyNote", "position": [ -1600, -704 ], "parameters": { "width": 262, "height": 269, "content": "## πŸ“‹ Fetch Backlog Items\n\n**Setup Required:**\n1. Replace `YOUR_PROJECT_KEY` with your Jira project key\n2. Connect Jira credentials\n\n**Fetches:** All issues in \"Backlog\" status, ordered by creation date (newest first)" }, "typeVersion": 1 }, { "id": "79cc28a5-7047-40ee-816e-ea61635ad230", "name": "Extract Jira Fields", "type": "n8n-nodes-base.set", "position": [ -1232, -416 ], "parameters": { "options": {}, "assignments": { "assignments": [ { "id": "65a9ad90-fc3a-4b15-a5db-57040972f1eb", "name": "id", "type": "string", "value": "={{ $json.id }}" }, { "id": "a6e676d7-d345-4805-8947-c89246e250cb", "name": "Status", "type": "string", "value": "={{ $json.fields.status.name }}" }, { "id": "329be7f5-f4b6-4c2d-8633-f4cc5c600f5a", "name": "Last Updated", "type": "string", "value": "={{ $json.fields.updated }}" }, { "id": "6074d876-e5d4-4292-bdcc-dacce44367e9", "name": "Created", "type": "string", "value": "={{ $json.fields.created }}" }, { "id": "f45794be-a5a2-4267-8959-6b3a628bdf33", "name": "Assignee", "type": "string", "value": "={{ $json.fields.reporter?.displayName || 'Unassigned' }}" }, { "id": "d45594fe-3f25-4deb-9a33-1ae5da08a62a", "name": "Due Date", "type": "string", "value": "={{ $json.fields.duedate || '' }}" }, { "id": "255fac2f-a504-4937-bfbb-4ab6d11ab85c", "name": "Priority", "type": "string", "value": "={{ $json.fields.priority?.name || '' }}" }, { "id": "d1b9ba34-6836-470d-a4f8-06b50426f570", "name": "key", "type": "string", "value": "={{ $json.key }}" }, { "id": "6df7df50-6844-498f-acad-125d0aac25e7", "name": "email", "type": "string", "value": "={{ $json.fields.creator?.emailAddress || '' }}" }, { "id": "a4ffc18e-cc88-408d-bd22-fd915092b8c3", "name": "Summary", "type": "string", "value": "={{ $json.fields.summary || $json.fields.issuetype.description }}" } ] } }, "typeVersion": 3.4 }, { "id": "cfe06dcd-cc9d-4eaf-898c-0aa823aa9d2a", "name": "Note - Extract", "type": "n8n-nodes-base.stickyNote", "position": [ -1296, -256 ], "parameters": { "width": 262, "height": 309, "content": "## πŸ”„ Field Extraction\n\nMaps Jira fields to clean, usable data.\n\n**Extracted Fields:**\n- ID, Key, Status, Summary\n- Created & Last Updated dates\n- Assignee & Creator email\n- Due Date & Priority\n\n**Note:** Uses safe null handling with fallbacks" }, "typeVersion": 1 }, { "id": "4c294ed5-4ae4-4d24-97f9-575cca486366", "name": "Log to Google Sheets", "type": "n8n-nodes-base.googleSheets", "position": [ -1008, -368 ], "parameters": { "columns": { "value": {}, "schema": [ { "id": "id", "type": "string", "display": true, "required": false, "displayName": "id", "defaultMatch": true, "canBeUsedToMatch": true }, { "id": "Status", "type": "string", "display": true, "required": false, "displayName": "Status", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Last Updated", "type": "string", "display": true, "required": false, "displayName": "Last Updated", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Created", "type": "string", "display": true, "required": false, "displayName": "Created", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Assignee", "type": "string", "display": true, "required": false, "displayName": "Assignee", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Due Date", "type": "string", "display": true, "required": false, "displayName": "Due Date", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Priority", "type": "string", "display": true, "required": false, "displayName": "Priority", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "key", "type": "string", "display": true, "required": false, "displayName": "key", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "email", "type": "string", "display": true, "required": false, "displayName": "email", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Summary", "type": "string", "display": true, "required": false, "displayName": "Summary", "defaultMatch": false, "canBeUsedToMatch": true } ], "mappingMode": "autoMapInputData", "matchingColumns": [ "id" ] }, "options": {}, "operation": "appendOrUpdate", "sheetName": { "__rl": true, "mode": "list", "value": "gid=0", "cachedResultName": "Backlogs" }, "documentId": { "__rl": true, "mode": "list", "value": "YOUR_SHEET_ID", "cachedResultName": "Backlog Audit Log" } }, "typeVersion": 4.7 }, { "id": "684448c6-3f51-401c-8e3c-3e40db0b6ce2", "name": "Note - Sheets", "type": "n8n-nodes-base.stickyNote", "position": [ -1056, -480 ], "parameters": { "width": 262, "height": 285, "content": "## πŸ“Š Audit Trail\n\n**Setup Required:**\n1. Replace `YOUR_SHEET_ID` with Google Sheets document ID\n2. Connect Google OAuth2 credentials\n\n**Logs:** All backlog items with timestamps for historical tracking and reporting" }, "typeVersion": 1 }, { "id": "ef72046f-dd55-429d-be00-c9324dbccaf1", "name": "Check Overdue Tasks", "type": "n8n-nodes-base.if", "position": [ -1008, -704 ], "parameters": { "options": {}, "conditions": { "options": { "version": 2, "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "c92605e8-e7aa-494b-86ba-ca0d20244af8", "operator": { "type": "dateTime", "operation": "before" }, "leftValue": "={{ $json[\"Due Date\"] }}", "rightValue": "={{ new Date(Date.now())}}" } ] } }, "typeVersion": 2.2 }, { "id": "b27e44f5-db46-4885-9f4a-c65ebecaeff7", "name": "Note - Overdue Check", "type": "n8n-nodes-base.stickyNote", "position": [ -1152, -992 ], "parameters": { "width": 262, "height": 261, "content": "## ⏰ Overdue Filter\n\n**Logic:** Checks if Due Date is before today\n\n**True Branch:** Overdue tasks\n- Sends Jira notification\n- Posts Slack alert\n\n**False Branch:** Not overdue\n- Continues to priority check" }, "typeVersion": 1 }, { "id": "11751464-7ff3-40fa-8dd1-c78b008a0dd2", "name": "Notify Issue Owner", "type": "n8n-nodes-base.jira", "position": [ -720, -896 ], "parameters": { "issueKey": "={{ $json.key }}", "resource": "issue", "operation": "notify", "jiraVersion": "cloud", "jsonParameters": false, "additionalFields": { "subject": "Overdue Task: {{ $json.Summary }}", "textBody": "This issue is overdue and requires immediate attention. Please review and update the status or due date." }, "notificationRecipientsUi": { "notificationRecipientsValues": { "users": [], "groups": [], "voters": false, "assignee": true, "reporter": true, "watchers": false } }, "notificationRecipientsRestrictionsUi": {} }, "typeVersion": 1 }, { "id": "d52caf19-6f96-4565-be5d-ed34d3f55158", "name": "Note - Jira Notify", "type": "n8n-nodes-base.stickyNote", "position": [ -832, -1168 ], "parameters": { "width": 262, "height": 253, "content": "## πŸ“§ Jira Notification\n\n**Setup Required:**\n1. Uses same Jira credentials\n2. Removed hardcoded user/group IDs\n\n**Sends:** In-app Jira notification to reporter and assignee for overdue tasks" }, "typeVersion": 1 }, { "id": "ef9c4252-1781-4ee0-b0c7-583765206a89", "name": "Slack Alert - Overdue", "type": "n8n-nodes-base.slack", "position": [ -720, -704 ], "webhookId": "2a85d9b8-5e35-4003-800d-670563648534", "parameters": { "text": "=πŸ”΄ *Overdue Backlog Item*\n\n*Summary:* {{ $json.Summary }}\n*Issue:* {{ $json.key }}\n*Due Date:* {{ $json['Due Date'] }}\n*Assignee:* {{ $json.Assignee }}\n*Status:* {{ $json.Status }}\n\nThis item is overdue and needs immediate attention.", "select": "channel", "channelId": { "__rl": true, "mode": "list", "value": "YOUR_CHANNEL_ID", "cachedResultName": "backlog-alerts" }, "otherOptions": {} }, "typeVersion": 2.3 }, { "id": "30057434-63d2-4d55-a527-a7f20d9233c3", "name": "Note - Slack Overdue", "type": "n8n-nodes-base.stickyNote", "position": [ -736, -752 ], "parameters": { "width": 262, "height": 221, "content": "## πŸ’¬ Slack - Overdue\n\n**Setup Required:**\n1. Replace `YOUR_CHANNEL_ID` with Slack channel ID\n2. Connect Slack API credentials\n\n**Posts:** Real-time alert for overdue items with full context" }, "typeVersion": 1 }, { "id": "1e90d54a-7e05-4cce-859c-ddd62cb498d6", "name": "Check Missing Priority", "type": "n8n-nodes-base.if", "position": [ -720, -512 ], "parameters": { "options": {}, "conditions": { "options": { "version": 2, "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "630bf2fe-1811-4058-846e-04563f4d8530", "operator": { "type": "string", "operation": "empty", "singleValue": true }, "leftValue": "={{ $json.Priority }}", "rightValue": "" } ] } }, "typeVersion": 2.2 }, { "id": "198c9966-323e-45a6-bdef-3dadb6c01105", "name": "Note - Priority Check", "type": "n8n-nodes-base.stickyNote", "position": [ -768, -320 ], "parameters": { "width": 262, "height": 309, "content": "## 🏷️ Priority Check\n\n**Logic:** Checks if Priority field is empty\n\n**True Branch:** Missing priority\n- Tags issue with \"Needs-Priority\" label\n- Posts Slack alert\n\n**False Branch:** Priority exists\n- No action needed" }, "typeVersion": 1 }, { "id": "cfca36aa-3f46-4027-8d29-5ef5137e338c", "name": "Tag with 'Needs-Priority'", "type": "n8n-nodes-base.jira", "position": [ -432, -608 ], "parameters": { "issueKey": "={{ $json.key }}", "operation": "update", "updateFields": { "labels": "={{ [\"Needs-Priority\"] }}" } }, "typeVersion": 1 }, { "id": "f02e8cae-0ec8-4779-a5b2-6a48ede692ea", "name": "Note - Tag", "type": "n8n-nodes-base.stickyNote", "position": [ -448, -832 ], "parameters": { "width": 262, "height": 205, "content": "## 🏷️ Auto-Tag Issue\n\n**Setup Required:**\n1. Uses same Jira credentials\n\n**Action:** Automatically adds \"Needs-Priority\" label to issues missing priority field for easy filtering" }, "typeVersion": 1 }, { "id": "11cc0368-975c-4bc0-a2ef-c467df83569d", "name": "Slack Alert - Missing Priority", "type": "n8n-nodes-base.slack", "position": [ -432, -416 ], "webhookId": "dfb76a4c-86f2-4812-87e9-f5c841be4336", "parameters": { "text": "=⚠️ *Missing Priority*\n\n*Summary:* {{ $json.Summary }}\n*Issue:* {{ $json.key }}\n*Assignee:* {{ $json.Assignee }}\n*Status:* {{ $json.Status }}\n*Due Date:* {{ $json['Due Date'] }}\n\nThis issue has been tagged with \"Needs-Priority\" label. Please assign a priority.", "select": "channel", "channelId": { "__rl": true, "mode": "list", "value": "YOUR_CHANNEL_ID", "cachedResultName": "backlog-alerts" }, "otherOptions": {} }, "typeVersion": 2.3 }, { "id": "39461f27-b8b4-4d4c-baa9-bbc5f4ed29cc", "name": "Note - Slack Priority", "type": "n8n-nodes-base.stickyNote", "position": [ -272, -416 ], "parameters": { "width": 262, "height": 221, "content": "## πŸ’¬ Slack - Priority\n\n**Setup Required:**\n1. Use same Slack channel ID and credentials\n\n**Posts:** Alert for issues missing priority with action taken (tagged with label)" }, "typeVersion": 1 }, { "id": "be03f5d0-6e99-44a8-8d3c-3c293fe58602", "name": "Aggregate All Items", "type": "n8n-nodes-base.aggregate", "position": [ -1008, -176 ], "parameters": { "options": {}, "aggregate": "aggregateAllItemData" }, "typeVersion": 1 }, { "id": "5a04bac2-e1c5-4715-8413-776e5cd7f846", "name": "Note - Aggregate", "type": "n8n-nodes-base.stickyNote", "position": [ -1152, 64 ], "parameters": { "width": 262, "height": 258, "content": "## πŸ“¦ Combine Data\n\nAggregates all backlog items into single payload for AI analysis.\n\n**Purpose:** Prepares comprehensive dataset for AI to analyze patterns and generate insights" }, "typeVersion": 1 }, { "id": "289d850d-aeb2-475e-a810-822204ac98a6", "name": "Generate AI Digest", "type": "@n8n/n8n-nodes-langchain.agent", "position": [ -784, -176 ], "parameters": { "text": "=Analyze the following Jira backlog items and generate an email for the project manager.\n\nEach item includes: issue ID, key, assignee, status, due date, priority, and summary.\n\nYour goal:\n- Identify overdue tasks (due date before today).\n- Highlight items with missing priority.\n- Summarize the overall backlog health.\n- Suggest 2-3 actionable steps to improve backlog hygiene.\n- Mention how many issues fall into each category.\n\nBacklog data:\n{{ JSON.stringify($json) }}", "options": { "systemMessage": "You are an automation assistant for project management and engineering teams.\nYour role is to analyze Jira backlog data and generate a professional HTML email for a project or engineering manager that summarizes the backlog health and highlights key actions.\n\nOutput Requirements:\n- The output must be a valid JSON object with two keys:\n {\n \"Subject\": \"\",\n \"Body\": \"\"\n }\n\nFormatting & Tone Guidelines:\n- Maintain a clear, concise, and professional business tone.\n- Use semantic HTML tags such as

,