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In the context of External Share, “Email communication” refers to the outgoing emails (for example: invite to share).
SMTP servers
What is email communication?
In the context of External Share for Jira, “Email communication” refers to the outgoing emails, that is the (invite to share). When external link is created, invitation email will be sent to a external user.
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1. Invite
This is the
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invitation mail when Jira content(issue, board, filter or timeline) is shared.
This email will include a link
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with a button“Open shared page” where external users will view the
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One-time password (OTP)
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This email is sent to signers when they opt to sign the contract.
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content.
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Sign
If the document is signed, a second outgoing email is sent, notifying users that the contract is signed.
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Reject
If the signers reject the contract, an email is sent, notifying users that the contract was rejected.
In case you set the password, this password will be automatically included in the mail body.
2. Verification
This is a second outgoing email when you need account verification to view the shared content.
To send verification email, you should put email address in your customization page. You can navigate to Jira content(issue, board, filter or timeline) → Create external share → Security → Share with specific emails.
Email customization
You can customize all of the outgoing emails independentlye-mail details, here is what you can customize:
Email Sender
Email (communication)Recipient
Email Subject & Body
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Bye name
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Sender Customization
You can customize the sender as well as the email service used to communicate, in order to achieve this, you will need an email service with SMTP support.
For example:
OVHAmazon (AWS - Simple email service)Google (Gmail)Microsoft (Outlook)Fastmail
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email sender.
Click on the “Apps” dropdown menu and select External Share for Jira
Navigate to Global Setting → Custom Email tab
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From ‘carrier’, select SMTP with STARTTLS option
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Provide your SMTP details
Click on the “Save” button
Once the SMTP configuration is done, you can now select the sender's email address.
Check the “Customize sender email” optionEnter the email address associated with your SMTPClick on the “Update” button
Email Subject
You can customize the email subject of any outgoing email category (Invite, Sign, Reject, and OTP).
Make sure the custom subjects are true for any outgoing email of the selected category.
If you wish to create more flexibility with the email subjects, you can benefit from dynamic elements such as the following:
${createdByName} - The user that created the contract
${senderEmail} - The custom email address
${documentName} - Name of the document
These elements will dynamically call for the value true to the specific document.
In order to customize the email subject field,
Scroll down to the Customization page
Reach the “Message Templates” section
There are 2 subsections here
Customize 'bye name'
Customize email
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Customize ‘bye name’
The “bye name” section will globally affect all emails using the custom template (unless altered), by default this value is set to “Contract Signatures”, you can change this to your team name or the name of your company representative for example.
Check the “Customize 'bye name'“ option
Add the value to the “bye name” field
Click on the “Update” button
Customize email
You can customize all 3 main parts of the email (From, Subject, Body).
From
This will display the sender, when a customized sender email is selected, it will automatically include the custom sender email value.
Subject
You can select your own email subject, you can make use of dynamic properties to make it more flexible.
Body
You can edit the body content and structure, there are 2 templates for each email category, HTML and text.
When the “bye name” value is customized, it will automatically affect the dynamic property of ${byeName}.
Please ensure you update any changes done on the body, From and Subject fields independently, Updating (for example “Invite email” does not affect the Sign, Reject and OTP emailsHere, if you set up with Integrated (Default), emails are sent from: External Share for Jira <no-reply@external-share.com>. However, as introduced, you can change your sender email address by selecting one of the following as per your preference.
From below image you can see which information is needed for setting up SMTP with STARTTLS. You will need an email service with SMTP support.
From Carrier, select SMTP with STARTTLS option
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Provide your SMTP details: Host, Port, Username
Click on the “Save” button
Email Recipient Customization
Navigate to External Share for Jira → Project Configuration → Selected Users
You can restrict email addresses or domains for the selected user functionality. While creating a link only the listed addresses/domains will be allowed to be used. Details on Project Configuration can be found in our Project Configuration documentation.
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Email Subject & Body Customization
If you want to set the subject or content of all emails at once as a default, you can navigate to External Share for Jira → Global Settings → Email Template and edit the settings.
In this tab, you can edit Subjectwhich will be the email title, Content(Body), and Template for advanced customization of email’s structure and design.
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Title and content contain keywords that are replaced with the following values when the e-mail form is displayed in the context of the selected share:
${sender} - user sending the message,
${element} - a type of the content shared, it can be an issue, filter or board,
${password} - optional password used to protect shared link,
${url} - unique shared link URL address,
${expiration} - optional expiration date of the shared link.
For more details about Email template, please check our Email Template documentation.