General configuration
Last updated
Last updated
Under general configuration global default values, permissions, and restrictions that are applicable in parts to incoming and outgoing emails can be set.
The global defaults are applied in all scenarios when:
a single issue is sent in a manual email
multiple issues are sent in a manual email
an email is sent from a post-function
an email is sent from issue events
Users can override the default values and set their own preferences if allowed.
Go to SETTINGS --> General Configuration to display these settings.
In the Description section, you can configure default email recipients that will automatically be set as recipients when users compose emails.
| Action | Description |
|---|---|
Recipients (To): | Type recipients that should be in the To: field by default in case of outgoing emails. Valid values to enter are as follows: email addresses, group names, project roles, custom fields, user names. |
CC / Copy recipients (Cc): | Click on the CC button to make copy recipients available for outgoing emails. Type recipients that should be in the CC: field by default in case of outgoing emails. Valid values to enter are as follows: email addresses, group names, project roles, custom fields, user names. |
Send email to inactive users | Select this option if emails should be delivered to inactive user recipients as well. By default, inactive users will not receive any outgoing emails. |
In the Emails section, you can configure default values of email attributes that will be automatically applied when users send manual emails.
Users can override these settings for every email in the "Email options" menu when they compose manual emails. They can also override them for all outgoing manual emails/notifications in their corresponding settings.
Note: In this case the order is the following:
by default the general configuration is applied.
if there is a notification or manual email defaults setting for this option, then that one overrides the general configuration.
Users can still override this in the email options.
| Action | Description |
|---|---|
Email Format | The format of the email that can be either HTML or Text. |
Add recipients to watchers | Enable this option if you want to add the recipients of the outgoing email to the issue as watchers. |
Send mail with user as sender | Enable this option if you want outgoing emails to be sent from the users' email address instead of the email address set in the SMTP settings. |
Reply to user | Enable this option if you want replies to your outgoing email to be sent to the users' email address instead of the email address set in the SMTP settings. |
In the Comments section, you can configure default attributes related to comments left by Email This Issue based on outgoing manual emails.
Users can override these settings for every email in the Email options menu when they compose manual emails. They can also override them for all outgoing manual emails/notifications in their corresponding settings.
Note: In this case the order is the following:
by default the general configuration is applied.
if there is a notification or manual email defaults setting for this option, then that one overrides the general configuration.
Users can still override this in the email options.
| Action | Description |
|---|---|
Comment visibility | Set the visibility of comments generated from outgoing manual emails. |
Suppress event on adding comment | Select this if you want to add the comment silently, this way, no event will be triggered in Jira. |
Add comments to outgoing emails | Select this if you want issue comments to be added to outgoing emails. |
Remove the original email's content when adding a comment from the reply email | Removes the original email's content from the comment in case of using the Reply/Reply All/Forward functions. This option is disabled when the "Do not add comments" or "Jira Editor" selected as Email Editor |
In the Permissions and Condition for Sending Emails Manually section, you can configure the project roles and/or groups whose members are allowed to send manual emails.
This applies to the issue operation (using the Email button on the issue screen) and bulk email sending (using the Email button in the Issue Navigator). Emails sent from workflow post functions and custom notifications are not affected by these permissions.
You can narrow the list of permissions to Project Roles, Groups, or JQL filters.
Note: these conditions are applied with an AND operator, meaning if you have more than one condition entered, they are added and evaluated together.
In the following example only those users are able to send manual emails who are part of the Service Management Team project role AND are part of the jira-administrators group:
In the Restrictions section, you can configure recipient exclusions. Recipients entered here will not be offered as an option when composing manual emails.
With restrictions, you can exclude members of project roles, groups, and custom fields from the possible values of recipients. You can use this to prevent cases like emails being sent to all Jira users unintentionally.
| Action | Description |
|---|---|
Exclude Project Roles | Start typing to select members of a project role to exclude them from being listed as recipients. |
Exclude User Groups | Start typing to select members of a user group to exclude them from being listed as recipients. |
Regular Expressions text box | This function is part of the "Exclude User Groups" section. Groups matching the expressions here will not be listed as recipients. Regex exclusion may be much more powerful if you have thousands of groups. |
Exclude Custom Fields | Start typing to select custom fields. Emails will not be sent to users or email addresses stored in these custom fields. |
Exclude external recipients | Exclude external recipients (people who are not registered in Jira in any way). |
Limit to project user recipients | Select this to forbid sending emails to recipients who are not authorized to view the issue in Jira. |
Apart from the above restrictions, allow and blocklists are also available in regex restriction format as shown below:
| Action | Description |
|---|---|
Recipient allowlist | Enter regular expressions that define an allowlist of recipients. Recipients whose email address does not match any of the allowlist expressions will not receive emails. Add one expression per line. |
Recipient blocklist | Enter regular expressions that define a blocklist of recipients. Recipients whose email address matches any of the expressions will not receive emails. Add one expression per line. |
Sender blocklist | Enter regular expressions that define a blocklist of senders. Emails from senders whose email address matches any of the blocklist expressions will not be processed. Add one expression per line. Please note that Example #2: john.doe@mycompany.com in the examples will be corrected to john\.doe@mycompany\.com as this is the correct expression. |
In this section, you can configure which custom fields will be visible in the issue panel on the right side of the email screen.
| Action | Description |
|---|---|
Field display logic | Select how Custom Fields should be displayed in the issue panel of the email screen. Options:
In both cases the Hide fields without value option can further reduce the number of displayed custom fields, only displaying those custom fields that have values on the given issue. |
Hidden fields | Only visible when the All, except hidden fields option is selected in the Field display logic selector. The custom fields added here will be hidden from the issue panel of the email screen. |
Displayed fields | Only visible when the Only displayed fields option is selected in the Field display logic selector. Only the custom fields added here will be visible on the issue panel of the email screen. |
Hide fields without value | When enabled, only the custom fields that have a value will be visible on the issue panel of the email screen. |
These settings will be applied to those emails that are sent from issue filters.
| Action | Description |
|---|---|
Allow bulk email operation | This toggle allows users to send issues in bulk from the issue filter screen. |
Outgoing Mail Connection | An Outgoing Mail Connection that will be used to dispatch bulk emails when the Send List of Issues option is selected. Possible values:
|
In the Other Settings section, you can specify additional attributes applicable to outgoing emails.
| Action | Description |
|---|---|
Event to throw | Any event selected here will be thrown by Email This Issue for each email that is sent. |
Email Audit Log | Select the display option for the email audit log issue panel. Options include hiding it on issue view, displaying it in the issue for people who are permitted to send manual emails, and displaying it for every user. |
Email Editor | Select the Editor to be used on the Email Screen when composing manual emails. Please note that JEditor is a third-party add-on that requires a valid license, we only support its use in our product. You can purchase and install it via the Atlassian Marketplace. |
Attachment Policy | Allow or ban adding issue attachments to outgoing emails. Attachments may be added manually or be referenced in issue fields. |
Disable Bulk Email Operation | Select this to disable the Bulk Email operation that allows users to send multiple emails with the bulk operation from the issue navigator. |
Disable User Options | Select this to disable personal email settings (including email options and recipient lists) based on the user's preferences. This means that the "Email options" button will be hidden from the users on the manual email screen. |
Enable BCC Recipients | Select this to let users specify BCC recipients in all outgoing emails. |
User Popup Group Picker | Select this if hundreds of user groups exist in JIRA and users experience problems in Internet Explorer. |
Send multipart/mixed emails | Select this if you want to send HTML emails with the mime type multipart/mixed instead of multipart/related. You should not normally change this setting. See this ticket for more details. |
Remove Blank Lines from Outlook Emails | JIRA mail handlers have a problem extracting text from emails sent from Outlook. This results in duplicate blank lines appearing in the issue description or comment text. Select this checkbox to let Email This Issue remove these redundant blank lines. See JRA-30790 for more details. |
Remove 4-byte Unicode Characters from Incoming Emails | 4-byte Unicode characters (such as emoticons) in incoming emails may cause errors creating issues or comments if the database does not support these characters. Select this option to remove these characters in the mail handlers. |
