Configuring email approval
As of now, Email This Issue does not support Jira's built-in email approval method. Below, you may find our suggested workaround for this requirement.
With email approval you can request email recipients to give you feedback or make decisions on issues (e.g. approve or decline orders) via email replies.
From a user perspective, this is what happens during the approval process:
- 1.You send an email using our application from Jira prompting the recipients to approve or decline a decision.
- 2.They open your email in their inbox and within the email they click "Approve" or "Decline".
- 3.This, in turn, will create a reply email with subjects such as:
SD-12345 - Decision: Approvedor
SD-12345 Decision: Declinedthat will be sent to your mail handler
- 4.Your mail handler processes the incoming email and runs a transition depending on the approver's (reply email sender's) decision
Email templates enable users to create emails with a desired content, including custom fields, issue links, comments, previous email conversations, and so on.
In this section we detail what you need to do to configure email templates for approval. For a dedicated, step-by-step tutorial for customizing an email template, see Customizing the email template used with manual emails.
1. Add the following links to the email template to represent each decision:
Use this template to send the approval request email to the approvers. It is good practice to select the approvers (e.g. decision makers) in a multi-user custom field, then send the email with this custom field as a recipient.
We recommend sending the approval email manually or as a workflow post-function email.
As a part of this solution, your workflow must be prepared to support the decision making process. You must create a transition in Jira for each possible decision you want to support.
For example: you can add two transitions called "Approve" and "Decline" to a status "Approval in progress".
Based on the incoming email's subject, one of these transitions will be carried out.
The Next-Gen Mail Handler is a flexible handler with various uses for incoming mail handling. In this section we'll detail the steps to support email approvals.
Apart from adding any extra actions depending on your requirements (such as adding a comment), you will need to add the Execute Transitions action to the section of your choice.
In our example below, we've added the Execute Transitions action to the "If issue found" section with the following settings:
- Select transition: By email content
- Regular Expression: (?i)Decision:\s*(.*)
- Email Field: Subject
- Transition: $!group1
Execute Transitions example