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This is draft.

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 first outgoing email when Jira content(issue, board, filter or timeline) is shared.

  • This email will include a link with a button “Open shared page” where external users will view the content.

  • 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 → Create external share → security → share with specific emails.

Email customization

You can customize e-mail details, here is what you can customize:

  • Email Sender

  • Email Recipient

  • Email Subject

  • Email content

Sender email 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:

  1. OVH

  2. Amazon (AWS - Simple email service)

  3. Google (Gmail)

  4. Microsoft (Outlook)

  5. Fastmail

Customize outgoing email communication

  1. Click on the “Apps” dropdown menu and select External Share for Jira

     

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  2. Navigate to Global Setting → Custom Email tab

  3. From Carrier, select SMTP with STARTTLS option

  4. Provide your SMTP details: Host,

  5. Click on the “Save” button

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Once the SMTP configuration is done, you can now select the sender's email address.

  1. Check the “Customize sender email” option

  2. Enter the email address associated with your SMTP

  3. Click on the “Update” button

Email Subject

You can customize the email subject of invite mail.

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,

  1. Scroll down to the Customization page

  2. Reach the “Message Templates” section

There are 2 subsections here

  • Customize 'bye name'

  • Customize email

You can easily customize the email subject

SOmething like this..

image-20240913-140027.png

https://docs.warsawdynamics.com/content/51354/external_share_documentation/116196241/116196356

Edit the settings following these guidelines:

  1. 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.

 

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.

  1. Check the “Customize 'bye name'“ option

  2. Add the value to the “bye name” field

  3. 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 emails.

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