Outgoing Mail Connections
Last updated
Last updated
SINCE 7.1.1.17
In contrast with Jira, Email This Issue supports multiple Outgoing Mail Connections that brings the following important improvements:
Emails may be sent via various Outgoing Mail Connections if needed, even depending on issue fields.
The email subject prefix is optional, and not a mandatory value as it is in Jira.
It gives a better insight to outgoing emails with the help of the Outgoing Mail Queue. Read more about it here.
The mail connection list is searchable with the Search button on the top left part of the list. The filter search in the Name, Description, Host, Username fields.
Connections can be added in the Outgoing Mail Connections menu. Go to OUTGOING EMAILS ADMINSTRATION --> Outgoing Mail Connections.
Email This Issue supports login and OAuth authentication mechanisms for Outgoing Mail Connections. You can select it by selecting the correct protocol:
SMTP: log in with username and password
Google OAuth2: OAuth for Gmail/Gsuite
Microsoft 365 SMTP (w/ OAuth2): OAuth for Microsoft account using smtp protocol
Microsoft 365 Graph API (w/ OAuth2): OAuth for Microsoft account using Graph API
When using OAuth2 connection protocol, a reduced set of fields are shown because attributes like host, port, password are not required.
For OAuth2-based Microsoft365 SMTP connections, the hostname "smtp.office365.com" is used by default, when connecting to the mail server. However, in certain scenarios, the use of a custom hostname might be required. In such cases, there is a possibility to override the default value by enabling the respective "Override default host setting" toggle and selecting the desired host from the "Host" dropdown appearing below.
The dropdown contains a pre-defined set of hostnames, which are globally available. If you have even more specific needs, please contact our support team.
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If you want to connect to an Outgoing Mail Connection service using OAuth2 after specifying the OAuth Credential and Username you must start the authorization process by clicking the Authorization button.
The authorization is specific to the service provider. The procedure is detailed here:
Authorize Email This Issue to access Gmail accounts
Authorize Email This Issue to Access Microsoft 365 Accounts
A shared mailbox is a mailbox that multiple users can use to read and send e-mail messages. You can read more about them here: https://docs.microsoft.com/en-us/exchange/collaboration/shared-mailboxes/shared-mailboxes
To use a shared mailbox you just have to enter the email address of the shared mailbox into the From Address field then proceed with the settings as if it was a normal mail account. For the username and password fields (or for the OAuth authorization) use the credentials of the account you want to log in with.
| Attribute | Description | Applicable to Connect protocols | Mandatory |
|---|---|---|---|
Name | Unique name of the Outgoing Mail connection | SMTP OAUTH2 | |
Description | Longer description what's the purpose of this connection | SMTP OAUTH2 |
|
From Address | The email address set as the sender of the emails sent via this connection, unless overridden in the Contexts | SMTP OAUTH2 | |
Prefix | Optional value that is added to each email's subject if specified. | SMTP OAUTH2 |
|
Connect Mode | This is a new attribute with values: Smtp or OAuth. It indicates how we connect to the service. Either with direct password authentication (Smtp) or via OAuth2. SINCE 8.1.0 | SMTP OAUTH2 | |
OAuth2 Credentials | This is a new attribute is used when OAuth2 authorization is activated. It selects the OAuth2 Client Credential to be used when connecting this this service. SINCE 8.1.0 | OAUTH2 | |
Encryption | Supported encryptions:
| SMTP | |
Host | Host of the mail server | SMTP | |
Port | Optional, if not specified, we use the default ports. Leave blank or 0 for default (plain SMTP: 25, SSL/TLS: 465, STARTTLS: 587). | SMTP |
|
Timeout | Connection timeout. | SMTP OAUTH2 |
|
Message Size Limit | Maximum size of the email in bytes this SMTP service accepts for delivery. Set 0 for unlimited. | SMTP OAUTH2 |
|
Username | Connection credentials. | SMTP OAUTH2 |
|
Password | Connection credentials. | SMTP |
|
Debug | If enabled, Outgoing Mail Connection details are written to the log files | SMTP OAUTH2 |
|
Fall back to Jira | If this option is enabled and there are delivery problems via this connections, Email This Issue attempts to deliver the email via Jira's Outgoing Mail connection. | SMTP OAUTH2 |
|
Retry failed emails automatically | If this option is enabled, sending out failed emails from the error queue will be retried by this email connection at 15 minutes intervals and maximum 3 times. If the email is still in the error queue after the third trial, retrying manually is still possible (as described here). | SMTP OAUTH2 |
There are two ways to test configured connections:
Testing connections on the Edit Outgoing Mail Connection screen
It is possible to test the connections before saving it. Immediate results are received as popup flags.
Sending test emails
It is possible (and recommended) to test the connections by sending test emails. Click the three dots next to a connection and choose Send Test Email.
Click Send Email to get a detailed output.
Connections need to be set in the Contexts in order to activate them and to start sending emails through them. This means it is possible to use different connections depending on the issue fields because Contexts may be configured with an arbitrary JQL scope.
Once emails are dispatched via the connections configured in Email This Issue, you can use the Outgoing Mail Queue to monitor the status of the delivery and resolve problems.
This attribute is used with manual emails. If the total size of attachments added to the email exceeds this value, a warning message pops up before the email is dispatched.
An outgoing connection may be marked as Default. Contexts can be configured to send emails via the Default connection instead of directly binding them to one dedicated connection.
It is possible to mark another connection as Default without having to change any of the Contexts configured to use the Default connection.
The Outgoing Mail Connection list can be filtered by clicking on the Search button. After clicking, a free text field will be opened, in which the search term can be entered. The filter searches in the Name, Description, Host, and Username fields.
