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.

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

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.

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.

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. 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".

Note: Available user groups, project roles and custom fields may 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.

Setting up Content Settings - WHAT

These settings define the templates and default responses available in the The Email Button and the Email Screen.

Fields available under Content Settings:

Field	Value	Definition
Template	Customizable Email Templates	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	The templates belonging to categories selected here will be available on the Email Screen.
Canned Responses	Category Names of Default Messages (Canned Responses)	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:

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: