Email notification schemes and email notifications

Email Notification Schemes are rules for send notification emails based on changes made to issues. Email This Issue Notification Schemes are similar to Jira Notification Schemes, but provide a lot more compared to standard Jira features.

Adding/editing an email notification scheme

1. Go to the Outgoing Mails configuration tab and select Email Notification Schemes under GENERAL CONFIGURATION to see the list of Notification Schemes.

2. Add a new notification scheme by clicking on the Add button.

3. Edit existing notification schemes by clicking on the three dots and choosing Edit.

Note: You can add multiple Email This Issue Notification Schemes. If an event occurs, Email This Issue selects the best matching Email Notification Scheme to send notifications. To find the best matching Email Notification Scheme, the scope is used.

Scope

The scope determines which issues this setting is applicable to. If there are multiple schemes, Email This Issue evaluates all of them and determines the one with the best matching scope for each specific issue.

The scope can be composed of:

• 0 or more projects

• 0 or more issue types

• an optional JQL filter query

To enter a JQL which involves a user name (such as defining the assignee of an issue), follow these steps:

1. Under the JQL Filter field, click Edit.

2. Enter the JQL.

3. When it comes to entering a user name, do the following:

   1. Click Insert user.

   2. Search for the user name, then click on Insert to insert a string.

4. Click Save to use the JQL or Cancel to delete it.

Scope evaluation

Scope evaluation is an important part of Email This Issue. For more information, see Scope Evaluation.

Email notifications

Email notification schemes are useless without email notifications. Email notifications are the rules for sending emails. They are defined by these aspects:

• Scope - WHEN

• Recipients - WHO

• Content Settings - WHAT

• Additional Settings

An Email notification scheme can contain multiple email notifications, even for the same event types. Email This Issue finds the best matching rule for an issue to send emails based on the events and filters set in the email notifications.

1. To see all email notifications added to a scheme, click the name of the notification scheme to expand and list notifications and their details:

2. To edit a notification, click the three dots next to a notification and choose edit:

Adding a new Email Notification

1. Add a new notification by clicking on the three dots and choosing Add Email Notification.

2. Add events and filters to a notification in the Scope - WHEN tab of the Add Email Notification dialog.

The events and filters of an Email Notification determine when emails must be sent out for an issue. Scope - WHEN may be defined by the following fields:

Field		Value	Definition	Requirement
Events		Event types selected.	This field selects the Jira event types upon which the Email Notification rule sends emails.	Mandatory
Event's trigger	created events	Jira web interface/Customer portal Mail handler	If there is an issue created event in the events list, you can decide when you want to listen on these events.
	commented events	Jira web interface Manual email Mail handler	If there is a comment-related event in the events list (eg. Issue commented, Service Management Public Comment added, etc.), you can decide when you want to listen on these events.
JQL Filter		Valid JQL query	This is a filter. If specified, issues must match the criteria otherwise the Email Notification rule is ignored and emails are not sent.	Optional
Fields		Issue fields or custom fields selected.	If specified, Email This Issue only sends emails if the selected fields have been modified in the issue.	Optional

Example:

3. Select recipients to a notification to receive the event notification emails in the Scope - WHO tab of the Add Email Notification dialog.

Emails can have To, Cc and Bcc recipients. For all of these recipient types you can enter or select:

• Users from Jira

• Email addresses

• Users related to the issue or project, such as:

  • Assignee

  • Reporter

  • Watchers

  • Project Lead

  • Current User

• Project Roles

• User Groups

• Custom Fields, that hold email addresses or users or groups

Note: The available user groups, project roles and custom fields can be limited under Recipient Restrictions. This is useful if you want to avoid users accidentally selecting the "jira-users" group as a recipient and send emails to all users.

4. Define the content of the notification in the Scope - WHAT tab of the Add Email Notification dialog.

Content settings in Email Notifications specify the Customizable Email Templates to use, and additional content that will be added to the email. Content Settings attributes include the following:

Field	Value	Explanation
Template	An Email This Issue Template	The template selected here will be used to render the subject and body of the final email.
Subject	Text to be added to the email subject	Text entered here is combined into the final email's subject using the template above. The template's $!mailSubject variable renders the entered value in the email subject.
Message	Text to be added to the email body	Text entered here is combined into the final email's body using the template above. The template's $!mailBody variable renders the entered value in the email body.
Attachments	Attachment policy	The value selected in this field determines which issue attachments should be attached to the email. The options are the following: all: all attachments added none: none of the attachments added newest versions of all: newest version of all attachments. Attachments with the same name are considered to be versions of the same attachment. added recently: the latest added attachments. Note: We don't get a list of the added attachments. To figure out the latest added attachment, we ask for all the attachments of the issue and send only the one that is added at the last minute from the latest one. You can configure the policy to filter internal attachments. When this option is enabled and the issue is in a Service Management project, attachments added in internal comments won't be included in the email. If the notification contains rendered comments, then attachments contained in those comments will be added to the email regardless of the attachment policy selected.
Email Format	HTML or TEXT	The format of the email.

Example:

5. In the Additional Settings tab you may find the following configurations:

• Include Own Changes: If the current user is a recipient, enable this option to send them a notification even if their profile setting is to "Receive emails when you make changes to issues". If the Include Own changes toggle is disabled, no notification will be sent to the user triggering the action (regardless of their profile setting).

• Add current comment to email body: If enabled, and there's a comment, it is added to the email body.

• Override from address: Specify a particular email address that will be used as the sender's address instead of the from address set in the corresponding Outgoing Mail Connection. This functionality is available if your mail provider supports overriding the sender's address.