# Configuring manual emails Configure the default recipients, templates and various other settings of manual emails the following way: 1. Go the **Outgoing Mails** configuration tab and select **Manual Email Configurations** under **GENERAL CONFIGURATION**. 2. Add a new configuration by clicking on the **Add** button. 3. Edit existing ones by clicking on the three dots and choosing **Edit**.

Editing existing Manual Email Configuration

{% hint style="info" %} Note: It is possible to add multiple manual email configurations. Consider these aspects in each case: * **Scope - *****WHEN*** * **Default Recipients - *****WHO*** * **Content Settings - *****WHAT*** * **Comment Settings** {% endhint %} ## **Setting up** Scope - *WHEN* The scope determines which issues this setting is applicable to. If there are multiple manual email configurations, 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 query The following example matches issues with the highest priority with the **Issue Type** "Sub-task" in the "ITSM" **Project**.

Scope - WHEN

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. {% hint style="info" %} #### Scope evaluation Scope evaluation is an important part of Email This Issue. For more information, see [Scope Evaluation](/email-this-issue/outgoing-emails/email-this-issue-for-jira-cloud-scope-evaluation.md). {% endhint %} ## **Setting up** Default Recipients *- WHO* Here, you can define the recipient settings that are automatically selected in the [The Email Button and the Email Screen](/email-this-issue/outgoing-emails/manual-emails/email-this-issue-for-jira-cloud-the-email-button-and-the-email-screen.md). This makes email composition a lot easier and less prone to errors. Predefined recipients help users not to forget to include important stakeholders who might be interested in receiving the emails. 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 The following example defines the **Recipient(s) To** as the "Reporter" and **Recipient(s) Cc** as the "Request participants".

Default Recipients - WHO

{% hint style="info" %} Note: Available user groups, project roles and custom fields may be limited under [Recipient Restrictions](/email-this-issue/administration/email-this-issue-for-jira-cloud-recipient-restrictions.md). This is useful if you want to avoid users accidentally selecting the "jira-users" group as a recipient, and send emails to all users. {% endhint %} ## **Setting up** Content Settings - *WHAT* These settings define the templates and default responses available in the [The Email Button and the Email Screen](/email-this-issue/outgoing-emails/manual-emails/email-this-issue-for-jira-cloud-the-email-button-and-the-email-screen.md). Fields available under Content Settings: | Field | Value | Definition | | ------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Template | [Customizable Email Templates](/email-this-issue/outgoing-emails/email-this-issue-for-jira-cloud-customizable-email-templates.md) |

The template selected here serves as the default template for the manual email configuration.

This is a mandatory field.

| | Template Categories | Category Names of [Customizable Email Templates](/email-this-issue/outgoing-emails/email-this-issue-for-jira-cloud-customizable-email-templates.md) | The templates belonging to categories selected here will be available on the Email Screen. | | Canned Responses | Category Names of [Default Messages (Canned Responses)](/email-this-issue/outgoing-emails/email-this-issue-for-jira-cloud-default-messages-canned-responses.md) |

The Default Messages (Canned Responses) of the categories selected here will be available on the email screen and can be added to the email body.

Canned Responses make it extremely easy and convenient to add complex, standardized texts to emails. With Canned Responses, users do not have to type in long messages.

| | Email Format | HTML or Text |

The format of the emails sent in the scope of the specific manual email configuration.

If set to HTML, the HTML parts of the template will be used. If set to Text, the text parts of the template will be used.

| Example:

Content Settings - WHAT

## **Setting up** Comment Settings Email This Issue may add a comment to the issue when it is sent in email. Additional Settings specify the following: | Setting | Value | Definition | | ------------------------- | ----------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------- | | Add Comment to Issue | On/Off | If switched on, Email This Issue adds a comment to the issue when the email is sent. | | Comment Author | The user who sent the email/"Email This Issue" (addon-user) | If The user who sent the email is selected, comments are added as the current user. Otherwise the author appears as "Email This Issue". | | Email Details in Comments | On/Off | If switched on, Email This Issue adds email details to the comments, such as recipients, email subject and attachments. | | Comment Visibility |

All Users

or Project Roles

or Groups

| This field specifies if the comment is to be visible to all users or to be limited to a project role or a user group. | Example:

Comment Settings

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