Automate Jira Backlog Hygiene and Reporting with Slack, Gmail and GPT-4

Description

Automate Jira backlog management with intelligent cleanup, prioritization, and AI-powered reporting. This workflow scans daily to identify stale issues, missing priorities, and overdue tasks — 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. 🚀📅

What This Template Does

• Step 1: Triggers automatically every weekday at 7:00 AM to fetch backlog issues from Jira. ⏰
• Step 2: Filters issues missing estimates, assignees, or priority values for cleanup. 🧹
• Step 3: Applies corrective labels (e.g., “Needs Estimation,” “Unassigned,” “Overdue”). 🏷️
• Step 4: Logs all flagged issues into Google Sheets with timestamps for audit tracking. 📊
• Step 5: Sends real-time Slack alerts summarizing key backlog insights. 💬
• Step 6: Every Friday, uses GPT-4 to generate a summarized backlog health report. 🤖
• Step 7: Delivers weekly summary emails to leads and project managers via Gmail. 📧

Key Benefits

✅ Eliminates manual backlog reviews and prioritization.
✅ Ensures consistent Jira hygiene and task visibility.
✅ Provides centralized backlog tracking via Google Sheets.
✅ Sends real-time alerts for overdue and unassigned tasks.
✅ Offers AI-driven insights for better sprint planning.

Features

• Automated daily trigger (Mon–Fri, 7 AM)
• Jira issue fetching and filtering by priority and assignment
• Smart labeling for hygiene tracking
• Slack alerts for backlog anomalies
• Weekly GPT-4 generated summary reporting
• Google Sheets integration for historical logging
• Gmail integration for summary email delivery

Requirements

• Jira API credentials with read/write issue permissions
• Google Sheets OAuth2 credentials for data logging
• Slack Bot token with chat:write permissions
• Gmail OAuth2 credentials for email delivery
• OpenAI or Azure OpenAI API key for GPT-4 summarization

Target Audience

• Agile and Scrum teams maintaining large backlogs 🧩
• Product managers ensuring backlog quality and consistency 📋
• Engineering leads seeking proactive backlog hygiene 🛠️
• Organizations needing visibility across project tasks 🏢
• Remote teams using Slack for daily syncs 🌐

Step-by-Step Setup Instructions

• Connect Jira credentials and specify your project key(s). 🔑
• Link your Google Sheet and replace YOUR_SHEET_ID for backlog tracking. 📊
• Configure Slack and replace YOUR_CHANNEL_ID for alert delivery. 💬
• Add Gmail credentials and define recipient emails for weekly reports. 📧
• Add your GPT-4 API key (OpenAI or Azure) for AI summarization. 🤖
• Adjust cron expression (0 7 * * 1-5) to match your local timezone. ⏰
• Run manually once to validate all connections, then enable automation. ✅