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.
1. Invite
This is the invitation mail 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(issue, board, filter or timeline) → 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 & Body
Email Sender Customization
You can customize the email sender.
Click on the “Apps” dropdown menu and select External Share for Jira
Navigate to Global Setting → Custom Email tab
Here, 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
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 documentation: https://docs.warsawdynamics.com/content/51354/external_share_for_jira_documentation/116195750/116195356
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 Subject which will be the email title, Content(Body), and Template for advanced customization of email’s structure and design.
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 documentation: https://docs.warsawdynamics.com/content/51354/external_share_documentation/116196241/
However, you can also edit the email subject and email body of individual emails directly.
As you create External Share on Jira issue, board, filter or timeline, you will have access on screen to edit email contents once you click “Send via email.”
