About
The Outlook email integration allows you to effortlessly share, read, and send emails or entire email conversations directly from your Jira issue. This feature empowers your team to access Outlook information seamlessly, ensuring everyone stays informed. Additionally, future replies will automatically appear in Jira through the related emails panel.
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Feature details
Jira administrators can configure ready-to-use email conversations for users via our Presets for Emails.
By selecting the most suitable Preset, the user is provided with pre-filled message text, designated participants, content-sharing options, and integrated automations (including Jira comments). However, some of these settings, can be adjusted by the user (e.g. content of the message via “Templates”).
This approach streamlines communication by eliminating the need for the user to create an email conversation framework from the beginning.
Email Presets come with pre-configured content. However, messages can be edited directly within the description field, or replaced with an alternative template (from options available).
When setting up an email, you can customize the sharing settings to control who can access the email conversation within the ticket. Especially when the message contains sensitive information, this feature comes in handy.
🔐 Private: This respects all Email default permissions, e.g. only users being part of the email conversation can access chat contents.
🏢 Organization: This gives read-only access to all users in the organization that have access to this issue, and are logged in with their MS 365 account. CURRENTLY REWORKED
🗣 Issue access: This gives read-only access to all Jira users that have access to this issue. In addition, if a user wants to participate in the conversation, they need to log in with their MS 365 account to reply to an email.
Our email integration centralizes all email conversations directly within Jira issues, providing easy access to the complete communication history. This allows you to seamlessly switch between emails and reply directly to ongoing conversations.
When composing a new email, you can append issue details to include the necessary information for the recipient.
Feature configuration
We provide primary configuration options at the admin level (refer to: admin configuration) and additional smaller configurations tailored for individual users (refer to:user configuration).
Thanks to Presets for Emails, it is beneficial for the admin to preconfigure Email Presets when utilizing Jira. This approach allows team members to easily select the most appropriate Preset for their specific use case.
User configuration
When working in Jira and using our Email integration, the user can execute a few actions via the email panel in Jira.
Backup emails
Emails can be backed up as PDF attachments to the issue. Basically, every user can backup emails. However, only those emails being visible to the user can also be backed up.
Emails marked as "private" by a sender are inaccessible and therefore cannot be backed up by that specific user. However, if the recipient opens the email, they can then access and back it up in Jira.
Additional options
Selecting an email provides the user with several additional actions. Choose between replying from Jira, backing up the email (or the entire conversation), or deleting the email if it's no longer needed.
Admin configuration
Main configurations are done via our Presets for Emails 🚀
Email Presets include the following configuration options:
Mail subject and body
Sender and recipients (JSM projects: add “issue participants”)
Email access (sharing options from within Jira)
Receipts (delivery and read receipt)
Dialog configurations
e.g. email sent >> add as “issue participant”: You can choose whether you would like to add the recipients of an email (to, cc) as request participants for existing users or create new customer users, if necessary.
Requirements & information
Working with Outlook emails in Jira does not need specific requirements to be met. This feature comes automatically when activating the email feature in the admin settings. For more admin relevant details, please refer to the activation guide.
To effectively leverage Jira features in Outlook, including the ability to create new Jira issues directly from your emails, you must install our free Outlook add-in. For additional information, please visit this page: features in Outlook.
After activating the email feature, please take a moment to check out the initial admin configurations. Follow links to learn more on:
Please note: Sharing and accessing email content in Jira is not available for Outlook exchange on-premise hostings. However, in these environments you can still use our Outlook add-in to use the Outlook features.
Useful links
Further information as well as the technical reference on shared office items can be found here: Sharing access to Microsoft 365 items
Detailed explanation of the sharing options from Outlook can be found here: https://yasoon.atlassian.net/wiki/spaces/M365fJ/pages/2330985925/Share+Conversation+Email#Sharing-options