Email This Issue
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Email This Issue - for Jira Server/Data Center
Email This Issue - for Jira Server/Data Center
  • ⬇️Start Here
  • Email This Issue - for Jira Server/DC
  • Features
  • Secure the email channel with Email This Issue
  • Comparing Email This Issue and Jira Server/DC
  • 🤓Documentation
    • Outgoing Emails
      • Sending manual emails
        • The difference between email editors
        • Enabling template categories so templates can be chosen on the Email screen
        • Mail Generation Queue (formerly called Event Queue)
        • Manual Email Default Settings
      • Sending issue filters by email
      • Email templates
        • Adding custom macro to email templates
        • Adding Email Audit Log to email templates
        • Adding fields to email templates
        • Adding issue comments to emails
        • Adding issue link information to your template
        • Adding issue operation links to the email
        • Adding a signature with a company logo to emails
        • Adding user properties to emails
        • Disabling links and avatars or icons in templates
        • Formatting Date and Time values
        • Using reply templates
        • Using Mail Body Initializer templates
        • Rendering templates within templates
        • Velocity Context in email templates
        • Formatting number values
        • Searching for issues in email templates
        • Changelog information in email templates
        • Canned responses
      • Contexts
        • Context Resolution Algorithm
      • Event Notifications
      • Distribution lists
      • Workflow post functions
      • Custom fields
    • Incoming Emails
      • Attachment Filtering
      • Next Generation Mail Handlers
        • Jira automation and Next Generation Mail Handlers
        • Using regular expressions
      • Classic Mail Handlers - Deprecated
        • Mail Handler Error Log
        • Step-by-step Classic Mail Handler to Next Generation Mail Handler migration aid
        • Field Rules
        • Phasing out the Classic Mail Handler
        • Comparing the Classic and the Next Generation Mail Handlers
    • Integrations
      • CRM for Jira
      • nFeed
      • Glass Documentation
      • API - Integration with other services
    • Administration
      • General configuration
      • Email Audit Log
      • Outgoing Mail Connections
      • Outgoing Mail Queue
      • Incoming Mail Connections
      • Incoming Mail Queue
      • Incoming Mail Log
      • Backup and restore settings
        • Backup and restore administration
          • Backup menu
          • Restore menu
        • Backup and Restore Tutorials
          • Backup and restore for empty email settings
          • Backup and restore only parts of a configuration
          • Backup and restore every setting in the same instance
      • OAuth2 Authorizations in Email This Issue
        • OAuth2 Client Credentials
        • Authorizing Email This Issue to access Gmail accounts
        • Authorizing Email This Issue to access Microsoft 365 accounts
        • Enabling OAuth2 Authorization in your Google Account
        • Enabling OAuth2 authorization in your Microsoft 365 account
        • Troubleshooting guides for Microsoft OAuth2 Connections
          • How to fix "Authorization Was Interrupted" error
          • How to fix "BAD User is authenticated but not connected" error
          • How to fix "401 Unauthorized" error
          • How to fix "key expires_in " error
          • How to fix "Need admin approval" error
      • Alerting via Webhooks
        • Webhooks
          • Configuring Slack to receive webhooks
          • Configuring OpsGenie to receive webhooks
        • Webhook execution logs
      • Email Security
    • Service management integration
    • JQL Functions
    • Top-level menu navigation
  • ☁️Server to Cloud Migration
    • Server to Cloud - Automatic Migration tool
    • Server to Cloud - Manual migration guide for Email This Issue
      • Overview of available features
      • Differences of the Server and Cloud user interface
      • Migrating Outgoing Settings
        • Migrating Templates
        • Migrating Notifications
        • Migrating Manual Email Defaults
        • Migrating Contexts
        • Migrating Canned Responses
        • Migrating Post Functions
        • Migrating Outgoing Mail Connections
      • Migrating Incoming Settings
        • Migrating Classic Mail Handlers
        • Migrating Next Generation Mail Handlers
        • Migrating Incoming Mail Connections
        • Migrating Incoming Mail Queue Settings
        • Migrating Incoming Mail Log Settings
      • Migrating Other Settings
        • Migrating OAuth2 Credentials
        • Migrating global default email settings
        • Migrating permissions for sending emails manually
        • Migrating recipient restrictions
  • ❓FAQ
    • FAQ
      • How to bypass workflow conditions
      • How to avoid email loops
      • How to control who to send emails to
      • How to customize Email From in outgoing emails
      • How to enable logging
      • How to install license keys
      • How to find out why the Email button is missing
      • How to obtain a community or non-profit license
      • How to prevent duplicate emails
      • How to remove old content from reply emails
      • How to send personalized emails to recipients
      • How to set up auto-reply or acknowledgment emails
      • How to track cases when you don't get any emails
      • How to view the log of incoming and outgoing emails
      • The iOS Mail app does not show attachments
      • How to route emails to projects
      • How to maintain email threads in Jira
      • How to fix issues with a corrupt index state
      • How to set polling interval for mail accounts manually
    • Tutorials
      • Configuring email approval
      • Customizing the email template used with manual emails
      • Enhance Jira Service Management with Email This Issue
      • Getting Started
      • Setting up an Email Help Desk
      • Setting up customized notifications
      • Setting up a Service Management with a Next-Gen Mail Handler
  • 🌪️Misc
    • Open Source Components
    • Pricing Updates
      • Pricing Update effective October 1st 2018
      • Pricing Update effective December 1, 2021
    • End of Support Policy
    • Security Advisories
      • Email This Issue Security Advisory 2020-02-18
    • Database Tables
    • Translations
  • 🆕Release Notes
    • Release notes
      • 9.x.x
        • 9.15.0 Jira 10 compatibility
        • 9.13.0 Improvements and Fixes
        • 9.11.0 Improvements and fixes
        • 9.10.0 Major improvements and fixes
        • 9.9.1 Improvements and fixes
        • 9.9.0.2 Major improvements and fixes
        • 9.8.0 Improvements and fixes
        • 9.7.0 Improvements and fixes
        • 9.6.0 Improvements and fixes
        • 9.5.0 Improvements and fixes
        • 9.4.0 Bugfixes
        • 9.3.3. Improvements and fixes
        • 9.3.2 Major improvements
        • 9.3.1 Automatic cloud migration
        • 9.2.2.1 Bugfixes
        • 9.2.2 Improvements and fixes
        • 9.2.1.3 Compatibility changes for Jira 9.0.0
        • 9.2.1 Major improvements
        • 9.2.0 Improvements and fixes
        • 9.1.1 Improvements and fixes
        • 9.1.0.1 Alerting and other major new features
        • 9.0.2 Bugfixes, next step in deprecating the Classic Mail Handler
        • 9.0.1 Minor improvement and fixes
        • 9.0.0 Major improvements
        • 9.12.0 Improvement and fixes
        • 9.17 Improvements and Fixes
        • 9.18.0 Improvements and fixes
      • 8.1.x
        • 8.1.3 Classic handler is deprecated, timezone support, bug fixes
        • 8.1.2 Important bug fixes
        • 8.1.1 Microsoft 365 OAuth2, improvements and fixes
        • 8.1.0 Microsoft 365 OAuth2, improvements and fixes
      • Up to 8.0.6
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On this page
  • Adding new templates
  • Email template themes
  • Editing templates
  • Previewing templates
  • Testing templates
  • Using templates
  • Useful email tricks

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  1. Documentation
  2. Outgoing Emails

Email templates

PreviousSending issue filters by emailNextAdding custom macro to email templates

Last updated 9 months ago

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Customizable email templates have always been at the core of Jira Email This Issue. The ability to customize email templates and use different templates per projects and/or issue types was part of Version 1.0.

Version 5.1 has made the development of custom email templates easier than ever by introducing the built-in template editor feature. Using the template editor, you can easily add new templates, tailor them to your needs, test and publish them for use.

Adding new templates

To add a new template, do the following:

1. Go to Email Templates under OUTGOING EMAILS.

2. Click the Add button.

3. Choose from the following options:

  • Create from Themes

  • Create from JIRA Templates

Note: Templates created from a base JIRA template or a theme are preloaded with content and a default look and layout.

Templates created from Themes are a new concept in Jira Email This Issue and have many advantages. Read more below.

Email template themes

Themes are templates for the email templates. Creating a template from a theme has the following advantages:

  • Templates can be edited using the build-in Rich Text Editor or directly as HTML.

  • Templates can be fully customized as their layout and look-and-feel is not wrapped in Jira Velocity Macros.

  • Themes are based on Email This Issue's macro library.

  • There are dedicated themes available for Service Management Customer Notifications.

The following themes are available in Email This Issue:

Theme
Purpose

All Details

Renders all issue fields including all custom fields defined for the issue and all issue comments.

Issue Commented

Prepared for Issue Commented notifications.

Issue Modified

Prepared for Issue Updated notifications, renders the changelog and the entered comment.

Work Logged

Prepared for Worklog-related notifications, renders the worklog and comment.

Service Management Customer Invitation

Prepared for Service Management when customers are created automatically by Email This Issue.

Service Management Auto Acknowledge

Prepared for Service Management to send auto-response emails.

Service Management Request Participant Added

Prepared for Service Management when participants are added to a request.

Service Management Request Created

Prepared for Service Management customer notifications when requests are created.

Service Management Request Updated

Prepared for Service Management customer notifications when requests are modified.

Service Management Request Resolved

Prepared for Service Management customer notifications when requests are resolved.

Service Management Request Reopened

Prepared for Service Management customer notifications when requests are reopened.

Service Management Request Commented

Prepared for Service Management customer notifications when requests are commented with a public comment.

Empty

A general purpose minimalistic template.

Issue List

Prepared to send issue lists in a single email from the Issue Navigator.

Bounce Email

Editing templates

To edit a template, do the following:

1. Go to Email Templates under OUTGOING EMAILS.

2. Click the three dots next to the name of a template and click Edit or Edit in HTML.

Templates have five major attributes:

Attribute
Requirement
Definition

Name

Mandatory

The name of the template.

Description

Optional

The description of the template.

Category

Optional

Template Categories are used to group templates and associate them with Contexts.

Subject template

Optional

Defines the subject of the email. This field is supported by Velocity markup.

HTML body template

Mandatory

This defines the body of your email if the email is in HTML format.

Text body template

Mandatory

This defines the body of your emails if the email is in TEXT format.

Note: Subject and body templates are developed using Velocity Macro syntax and HTML tags. They may include values of issue fields and custom fields.

Using the Rich Text Editor

Email templates based on Themes may be edited using the built-in Rich Text Editor. The Rich Text Editors comes with a WYSIWYG front-end making basic formatting with features such as the following:

  • Full screen editing

  • Preview

  • HTML source editing

Using the Field Picker

To add fields to your subject or mail body templates, you can use the Field Picker. Pick a field from the list then copy and paste the generated velocity code to the template to have the value of the field rendered in the email.

Note: You can add issue or custom fields directly to the template using $customFieldManager and $issue in the Velocity Context, Field Picker just makes it a lot easier.

The Field Picker drop down contains:

  • Email Fields: The mail body and the mail subject the user enters manually. In case of a Send auto reply action these will represent the body and subject of the original email.

  • Issue Fields: All standard issue attributes.

  • Custom Fields: All custom fields.

  • Notification opt-out link: Insert this into your template to provide a link for the customer to opt-out from customer notifications.

Note: The Notification opt-out link feature is only available for Service Management projects and a prerequisite of this function is to have the Send Individual Emails option enabled in the Contexts settings.

Clicking on the link will result in switching off both Jira and Email This Issue customer notifications. It will not affect Issue Notifications in Email this issue e.g. An Issue commented notification will not be affected, while a Public comment added notification will be affected.

Previewing templates

SINCE VERSION 8.0.4

You can now preview your template in the editor by using the preview tab on top of the page. The template preview result will be generated using the fields and details of the issue you specify here.

To see the Email preview, click the Preview button.

If you want a quick preview of the template while under Edit, press F9. This keyboard shortcut will either open the preview tab of the editor.

Important: Before a preview can be generated, you need to add the key of an existing issue in the Issue key field in order.

After the issue key has been entered, press the F9 key to immediately open the preview dialog from the Edit panel:

To close the dialog simply press the F9 key again or press Esc.

To further improve efficiency, the preview automatically detects which part of the template you are editing. If you are editing the HTML body, the preview shows the HTML format of the template, if you're editing in Text mode, the F9 preview generates the Text output of the template.

Once your finished with editing your template, click Save.

Testing templates

After creating a template, we recommend testing them before using them in projects.

To test a template, do the following:

1. Go to Email Templates under OUTGOING EMAILS.

2. Click the three dots next to the name of the template and choose Test.

3. Add the key of an existing issue.

4. (Optional): Enter some subject text and mail body.

5. Click Send to send out a test email right away to your email address, or click Preview to preview the email before clicking Send.

Using templates

Once the templates are complete, they are available to be used for sending emails in various ways:

Useful email tricks

Enhance your template with complex content. Read more here:

Templates created from this theme may be used to bounce back incoming emails. Read more about bounce emails .

Select them as default templates for manual emails within a Contexts. Read more .

Add them to Event Notifications. Read more .

Select them in Workflow Post Functions. Read more .

Select them to auto-reply emails by the Mail Handlers. Read more .

🤓
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Adding custom macro to email templates
Adding Email Audit Log to templates
Adding fields to email templates
Adding issue comments to emails
Adding issue link information to your templates
Adding issue operation links to the email
Adding a signature with a company logo to emails
Adding user properties to emails
Disabling links and avatars or icons in templates
Formatting Date and Time values
Using reply templates
Using Mail Body Initializer templates
Rendering templates within templates
Velocity Context in email templates
Formatting number values
Searching for issues in email templates
Changelog information in email templates
Canned Responses
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