Outgoing Mail Connections
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.
Connections can be added in the Outgoing Mail Connections menu. Go to OUTGOING EMAILS ADMINSTRATION --> Outgoing Mail Connections.
Outgoing Mail Connections have a set of mandatory and optional attributes. The new Protocol Attribute is used to specify if connection to the provider is based on password authentication or on OAuth2.
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.
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:
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.
Applicable to Connect protocols
Unique name of the Outgoing Mail connection
Longer description what's the purpose of this connection
The email address set as the sender of the emails sent via this connection, unless overridden in the Contexts
Optional value that is added to each email's subject if specified.
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.
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.
Host of the mail server
Optional, if not specified, we use the default ports. Leave blank or 0 for default (plain SMTP: 25, SSL/TLS: 465, STARTTLS: 587).
Message Size Limit
Maximum size of the email in bytes this SMTP service accepts for delivery. Set 0 for unlimited.
If enabled, Outgoing Mail Connection details are written to the log files
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.
There are two ways to test a 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.