User Management and License Optimizer for Jira and ConfluenceUser Management and License Optimizer for Jira and Confluence

Atlassian Automation Webhooks

The Notification Settings page lets you connect User Management and License Automation with Atlassian Automation for Jira using webhooks.

This enables automated alerts, task tracking, and status updates without manual effort.

What You Can Do

  • Trigger Jira automation from User Manager events

  • Send notifications (email, Slack, Teams, etc.) when critical changes occur

  • Update dashboards and logs automatically

  • Kick off dependent workflows based on app events

Supported Webhook Triggers

  1. API Key Expiring Soon

    Event: Organization API key will expire in 7 days

    Use cases:

    • Alert admins to renew the key

    • Create a high-priority Jira issue

    • Send reminder emails

  2. Automated Task Failed

    Event: Task execution failed

    Use cases:

    • Create an incident ticket

    • Notify administrators

    • Log failures for analysis

  3. Automated Task Succeeded

    Event: Task completed successfully

    Use cases:

    • Update status dashboards

    • Maintain audit logs

    • Trigger dependent workflows

How to Set It Up

Step 1 – Create an Incoming Webhook in Jira

  1. Go to your Jira project

  2. Project Settings → Automation → Create rule

  3. Select Incoming webhook as the trigger

  4. Copy the generated Webhook URL and Secret

Step 2 – Add the Webhook in User Manager

  1. Settings → Notification Settings → Add Webhook

  2. Fill in:

    • Name – Descriptive title (e.g., “API Key Expiry Alert”)

    • Webhook URL – From Jira Automation

    • Secret – From Jira Automation

    • Trigger – Select event

    • Notes – Optional documentation

  3. Save the webhook

Settings Create Webhook.webp

Step 3 – Configure Actions in Jira Automation

  • Add conditions (e.g., filter for specific task names)

  • Add actions (create issue, send email, post to Slack/Teams)

  • Test and publish the rule

Settings Create Automation.webp

Automation Ideas

Trigger / Event

Condition

Action(s)

API key expiring soon

Always

Email to admins, create Jira issue in an “Admin Alerts” project, post alert in Slack/Teams

Task failed

Task Name contains “License”

Create incident in Admin project, log to Confluence, send escalation email

Task failed

Any failure

Post to Ops channel, create “investigation” sub-task, log to Google Sheet

Task succeeded

Any successful task completion

Append to execution log, email summary to stakeholders, trigger dependent workflows

Task succeeded

Sync completed

Send onboarding reminders to new users

Managing Webhooks

  • Limit: Max 3 webhooks (more coming soon)

  • Edit: Click a webhook, change fields, save

  • Delete: Select webhook → Delete → Confirm

Best Practices

  • Use clear names for webhooks

  • Document logic in the Notes field

  • Test before using in production

  • Monitor Automation & webhook logs regularly

  • Keep secrets secure

Future Enhancements

  • Webhook Payloads: Structured event data for more advanced automation

  • Additional triggers:

    • Bulk operations completed

    • Synchronization completed/failed

    • License threshold alerts

    • Pre Infromation for Users before Deactivation