Preset for the Outlook email feature can be defined for all kinds of Outlook emails (new, reply). Learn more about the configuration process below.
Configure a Preset for Emails
Click through this short demo to configure a Preset for your Outlook emails.
Preset settings
Preset framework
Framework settings
not editable by the user
Create your Preset for all or only JSM projects.
Decide on a name and description. Find a little preview of your Preset on the right.
Preset features | Decide between Jira or JSM projects. If you want to change the restriction, you will need to create a new Preset. |
Preset name | Choose a specific name so that users understand the usage of the Preset. |
Preset icon | Choose a suitable icon for the Preset. |
Preset tag | Use tags e.g. “internal” / “external” / “sensitive” etc. to categorize the Preset for the user. |
Preset description | Be as precise as possible to distinguish easier among your Presets. |
Default settings
To access sender or recipients data, you must log in with your Microsoft 365 account via this button on the bottom of the page.
Set defaults
editable by the user
Decide on mail subject and message content (based on a template), the sender, recipients and email access here. The user can edit these settings in the issue, if desired.
Even set a standard for email receipts (not editable by the user though).
Mail subject and body | Choose among created email templates which content should be prefilled with a Preset for your emails (new email and reply template). |
Sender | Choose a sender of the email, if the mail should be send on behalf of another user or shared mailbox: Set-up a shared mailbox here. |
Recipients | Choose, “to” whom the email should be send, as well as who should be in “CC” and or “BCC”. Static user: Search by email for a required persons. |
Email access | Decide whether to share the content of the email with every user having access to the issue or to keep it private. |
Receipts | Delivery receipt: Receive confirmation when email is received. |
Attachments | Decide on whether to include all Jira attachments when sending new or replying to existing emails from Jira. |
Dialog configuration
Dialog settings
not editable by the user
Decide, if the email dialogue should open in advanced mode to e.g. decide on priority options and categories.
Advanced mode | Define, if the email dialog should show more options to choose from such as email priority and categories. |
Priority | Choose the priority of the email and make it a default. Decide among High, Normal, Low. |
Built-in automations
Choose from built-in automations that integrate Microsoft 365 features with Jira. No manual setup is required. These settings are active throughout the chat's lifecycle and have no automation service limit.
Automate workflows
not editable by the user
Use automation rules to make workflows more efficient in your Jira or JSM project.
Available built-in automation options | |
Email sent | Attach a comment to the Jira issue, when a new email is sent. All involved persons will be notified via email. jsm only Jira comment visibility:
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Email sent | Choose from drop down menu:
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Email sent | Choose a transition of the issue to apply when a new email is created. Select among options provided. Emoji :pushpin: Please note:
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Email sent | The user will automatically be assigned to the issue, if they send a new email from it (provided that the user has permissions to assign themselves). |
Email received | Attach a comment to the Jira issue, when a new email is sent. All involved persons will be notified via email. jsm only Jira comment visibility:
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Issue resolved | Backup the email entity connected to this Preset to a Jira issue. *Generate keyword comment |
If you want to set up more advanced Jira automation rules with Microsoft 365, click here.
Finish set-up
Create Preset
not editable by the user
When finishing the set-up of the Email Preset, you can decide between different activation options.
Create only | Create the Preset and it will be available in the admin / project settings in Jira. It needs to be manually activated via the settings. |
Create + activate globally | Create and activate the Preset and it is automatically active in all Jira projects with no project-specific settings. Emoji :pushpin: Please note: If there are project specific settings, the project admin still needs to activate the Preset manually via the project settings. |
Create + force activation | Create and activate the Preset and it is automatically active in all Jira projects regardless of project-specific settings. Emoji :pushpin: Please note: Project specific settings will be overridden and the Preset will automatically be available and selectable in the Jira issue. |