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 & License Optimizer with Atlassian Automation for Jira using webhooks. This enables automated alerts, task tracking, and status updates without manual effort.

New in 3.16.0 - Webhooks now send a structured JSON payload with the event type, a processId for tasks, and a deep link to the result. The webhook URL field accepts only Atlassian Automation endpoints (https://api-private.atlassian.com/automation/webhooks/...). See Webhook Payload Reference for the full schema. Webhooks fire on Automated Tasks and the API key expiry check only - interactive Bulk Operations do not fire webhooks.

What you can do

  • Trigger Jira automation from User Manager events.

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

  • Update dashboards and logs automatically.

  • Kick off dependent workflows based on app events.

Limit: Up to 3 webhooks per installation. More coming in a future release.

Supported webhook triggers

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.

Automated Task Failed

Event: Automated Task execution failed at the top level.

Use cases:

  • Create an incident ticket.

  • Notify administrators.

  • Log failures for analysis.

Automated Task Succeeded

Event: Automated Task completed without a top-level exception.

Use cases:

  • Update status dashboards.

  • Maintain audit logs.

  • Trigger dependent workflows.

Bulk Operations (the interactive bulk-action runs in the User Browser) do not fire webhooks. Convert recurring bulk operations into Automated Tasks if you want them in your automation rules.

Payload format

Every webhook from User Manager delivers a structured JSON body. The trigger field tells your Automation rule which event fired, and a processId (for tasks) or apiKeyId (for key expiry) lets you fetch full detail through the User Manager Rovo agent.

Example - taskSuccess:

  1. {
  2. "trigger": "taskSuccess",
  3. "processId": "007b5c6c-0078-4cf2-a9d9-3f8c02f74205",
  4. "name": "Deactivate Inactive User",
  5. "actionTypes": ["addToGroups", "removeAppAccess"],
  6. "deepLink": "https://your-site.atlassian.net/jira/settings/apps/.../automatedTasks?taskId=...&processId=..."
  7. }

For the full schema of every trigger - including the orgKeyExpiry payload, smart values for Atlassian Automation, the URL allowlist, and retry behavior - see Webhook Payload Reference.

How to set it up

Step 1: Create an Incoming Webhook in Jira Automation

  1. Go to your Jira project, or use Global automation.

  2. Project Settings → Automation → Create flow.

  3. Select Incoming webhook as the trigger.

  4. Set Work item criteria to No work items from the webhook.

  5. Save or enable the flow. The Webhook URL and Secret appear only after the first save.

Step 2: Configure actions in Jira Automation

  1. Add conditions (for example, filter by task name or branch by {{webhookData.trigger}}).

  2. Add actions. Recommended starting point: a Use agent step that invokes the User Manager Rovo agent to format the payload (resolves user names and group names from the processId), followed by Send Slack message, Create work item, or Publish new page in Confluence.

  3. Test and publish the rule.

  4. Open the Incoming webhook trigger and copy the generated Webhook URL and Secret.

Incoming webhook trigger with Work item criteria set to No work items from the webhook.
Incoming webhook trigger with Work item criteria set to No work items from the webhook.

Step 3: Add the webhook in User Manager

  1. Open Settings → Notification Settings → Add Webhook.

  2. Fill in the fields:

    • Name - Descriptive title (e.g., "API Key Expiry Alert").

    • Webhook URL - From Atlassian Automation. Must start with https://api-private.atlassian.com/automation/webhooks/....

    • Secret - From Atlassian Automation.

    • Trigger - Select one or more events.

    • Notes - Optional notes about this webhook.

  3. Click Save. The webhook appears in the list.

Notification Settings panel listing configured Atlassian Automation webhooks with their triggers.
Notification Settings panel listing configured Atlassian Automation webhooks with their triggers.

Note: The Test button sends an empty payload (status 200 OK from Atlassian Automation but no webhookData fields). To check that smart values resolve correctly, run an Automated Task that matches one of the subscribed triggers and check your Atlassian Automation Audit Log.

Atlassian Automation Audit Log with an expanded entry showing the Incoming webhook, Use agent, and Publish new page operations chain.
Atlassian Automation Audit Log with an expanded entry showing the Incoming webhook, Use agent, and Publish new page operations chain.

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 or Teams.

Task failed

Task name contains "License"

Use agent (resolve users) → Create incident in admin project → Send escalation email.

Task failed

Any failure

Use agent → Post to Ops channel → Create investigation sub-task.

Task succeeded

Any successful task completion

Use agent → Publish dated Confluence page → Email summary to stakeholders.

For end-to-end recipes that combine these webhooks with the User Manager Rovo agent for per-user audit detail (including importable JSON exports), see Combining Webhooks and Rovo for Audit-Aware Automation.

Managing webhooks

There are three actions to manage a webhook:

  • Edit - Click Edit to modify the webhook's fields, then save your changes.

  • Test - Sends an empty test request to confirm the URL is reachable. Returns 200 OK on success. Does not exercise smart values.

  • Delete - Click Delete to remove the webhook. The deletion occurs immediately without confirmation.

Use the Active toggle to activate or deactivate a webhook without deleting it.

Best practices

  • Use clear names for webhooks.

  • Document logic in the Notes field.

  • Test in a sandbox project before using in production.

  • Monitor Automation logs (Automation > Audit Log) regularly.

  • Keep secrets secure.

  • Verify against a real Automated Task run, not the Test button. The Test button sends an empty payload.

Future enhancements

Additional triggers planned:

  • Bulk operations completed.

  • Synchronization completed or failed.

  • License threshold alerts.

  • Pre-notification for users before deactivation.

Per-item success/failure counts inside taskSuccess payloads (today, partial failures are not visible in the payload - use the Rovo agent search-task-results action with the processId instead).