Jira + Mattermost + n8n Automation

We’ve had a general technical resource dragging their heels and not getting this over the line. I’m done with vague progress and half-finished setups.
Your job is to come in, take ownership, and deliver a working Jira → Mattermost → approval workflow, then add n8n automation so task scheduling, reminders, escalations, and approvals run end-to-end with minimal manual admin.
This is not a “research and discuss” role. This is a build-and-deliver role with clear acceptance tests.
What we’re building
A simple operational workflow:
I create/assign a Jira task with due date/time, description, and approver
Assignee gets notified in Mattermost immediately
Automated reminders fire before due time and when overdue
Assignee can comment/ask questions or propose a new completion date
When done, assignee moves to “Ready for Review”
Approver gets notified, reviews, and either:
Approves → “Verified/Done”
Rejects → back to “In Progress” with comments
Overdue items escalate to the approver (and to me) automatically
Additionally:
SOD / 11:00 update / EOD check-in prompts (time-based) for each staff member, with reminders until submitted
Scope of work (deliverables)Phase 1: Jira configuration (must be working)
Create/confirm issue types (Work Task, Daily Check-in)
Create/confirm required fields:
Approver (user picker)
Due datetime (date-time, not date-only)
Optional: proposed new due datetime + reason
Build workflow:
To Do → In Progress → Ready for Review → Verified
Rejection loop: Ready for Review → In Progress
Enforce permissions:
Only approvers can move Ready for Review → Verified
Create filters/queues:
My open tasks
Due soon
Overdue
Ready for review
Phase 2: Mattermost integration (notifications + routing)
Set up incoming webhooks and routing so:
Assignee gets notifications in the correct channel
Approver gets review requests
Escalations go to the correct escalation channel
Notifications must include:
Jira key + summary
Due datetime
Priority
Direct Jira link
Clear “Action required” line
Phase 3: n8n automation (the engine)
Set up n8n workflows to support:
A) Task-driven reminder automation
Scheduled reminders based on due datetime:
due-soon reminders (configurable windows)
overdue reminders repeating on a chosen cadence
Stop reminders automatically when issue is Verified/Done
Escalation rules:
if overdue beyond X time or missed updates, escalate to approver + me
B) Check-in automation
SOD (start of shift), 11:00 update, EOD (end of shift)
Reminders repeat until the check-in is submitted
Escalation if check-in is missed/late
C) Message automation “inbox” handling (platform-agnostic)
Without naming any specific platforms, the goal is:
Create an n8n “inbox processing” workflow that can:
ingest inbound messages from an API source
auto-tag/classify (support / billing / technical / urgent / other)
create or update Jira tickets automatically when needed
route notifications to Mattermost with the correct context and links
track conversation state in Jira (e.g., “Waiting on customer”, “Waiting on team”, “Resolved”)
support templated replies and “reply required” escalations
Basic logging for every inbound/outbound event:
timestamp
correlation ID (ticket key)
status outcome (sent/failed/retried)
D) Reliability / observability
Clear run logs and failure visibility
Simple retry strategy for webhook failures and API hiccups
A “dead-letter” or failure channel notification so nothing silently breaks
Completion / Acceptance tests (non-negotiable)
You are done only when we can test this live:
Jira + Mattermost workflow
Create Jira Work Task → assignee receives Mattermost message immediately
Set due datetime to near-future → due-soon reminder fires
Let it become overdue → overdue reminders repeat and escalate
Assignee moves task to Ready for Review → approver gets notified
Approver verifies → assignee gets closure message
Check-ins
SOD / 11:00 / EOD prompts fire at the correct times for the correct people
Missed check-in triggers repeating reminders and escalation
n8n automation
n8n reminder engine is running on schedule and updating state correctly
“Inbox processing” workflow can ingest a test inbound message, classify it, create/update a Jira issue, and notify Mattermost with the Jira link
Failure handling works: force one failure and show retry + failure alert behaviour
Proof pack (required)
Screenshots of:
Jira workflow restriction working
Automation rules list
Mattermost notifications
Links to:
n8n workflows
Jira filters/boards used
A short SOP:
how to create tasks
how to reschedule/push back
how approvals work
how to troubleshoot if notifications fail
Timeframe
Contract: 2–3 days
Start: immediate
This is a delivery sprint, not an ongoing advisory role.
Skills required
Strong Jira admin + Jira Automation (workflows, permissions, fields, JQL, scheduled rules)
Mattermost integrations (incoming webhooks, channel routing)
n8n (webhooks, scheduled workflows, API integrations, basic error handling)
API and JSON competence (format payloads, debug failures)
Operational mindset: simple, enforceable process, not over-engineering
Nice to have
Experience implementing ticket + reminders + approvals systems
Experience with time-based shift check-ins
Ability to write clean, short SOP documentation
What you’ll be given
Jira access (admin or project admin)
Mattermost access for integrations
Staff list + shift times + destination channels
Existing notes and expectations for the workflow
How to apply
Reply with:
A short summary of how you’d implement this in 2–3 days
1–2 examples of similar automation/integration work you’ve done
Confirmation you can start immediately


Confirm your availability to start Sunday and complete this week 

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