Task Escalation System with Google Sheets, Gmail, Telegram & Jira Automation

Description

Description

This workflow sends an instant email alert when a task in a Google Sheet is marked as Urgent, and then sends a Telegram reminder notification after 2 hours if the task still hasn’t been updated. Then a Jira ticket is created so the task enters in the formal workflow and another Telegram message is sent with the details of the issue created.

It helps teams avoid missed deadlines and ensures urgent tasks get attention — without requiring anyone to refresh or monitor the sheet manually.

Context

In shared task lists, urgent items can be overlooked if team members aren't actively checking the spreadsheet.
This workflow solves that by:

Sending an email as soon as a task becomes Urgent

Waiting 2 hours

Checking if the task is still open

Sending a Telegram reminder only if action has not been taken

Creating a Jira issue

Sending a Telegram message with the details of the issue created


This prevents both silence and spam, creating a smart and reliable alert system.

Target Users
Project Managers using Google Sheets

Team leads managing shared task boards

Remote teams needing lightweight coordination

Anyone who wants escalation notifications without complex systems

Technical Requirements
Google Sheets credential
Gmail credential
Telegram Bot + Chat ID
Google Sheet with a column named Priority
Jira credential

Workflow Steps

Trigger: Google Sheets Trigger (on update in the “Priority” column)
IF Node – Checks if Priority = Urgent
Send Email – Sends alert email with task name, owner, status, deadline
Mark Notified = Yes in the sheet
Wait 2 hours
IF Status is still not resolved
Send Telegram reminder
create an Issue on Jira based on the information provided
Send Telegram message with the details of the ticket

Key Features

Real-time alerts on critical tasks
Simple logic (no code required)
Custom email body with dynamic fields
Works on any Google Sheet with a “Priority” column
Telegram notification ensures the task doesn’t get forgotten

Expected Output






Personalized email alert when a task is marked as "Urgent"
Email includes task info: title, owner, deadline, status, next step
Telegram message after 2 hours if the task is still open
Automatic creation of a Jira issue with the higgest priority
Telegram message to notify about the new Jira ticket

How it works

Trigger: Watches for “Priority” updates
🔍 Check: If Priority = Urgent AND Notified is empty
📧 Email: Sends a personalized alert
✏️ Sheet Update: Marks the task as already notified
⏳ Wait: 2-hour delay
🤖 Check Again: If Status hasn’t changed → send Telegram reminder, create Jira ticket and send the details.

Tutorial video:
Watch the Youtube Tutorial video

About me :
I’m Yassin a Project & Product Manager Scaling tech products with data-driven project management.
📬 Feel free to connect with me on Linkedin