Email communication
What is email communication?
Email communication in Approval Path for Jira refers to outgoing emails related to the approval process, primarily action request emails. When an approval is initiated, the system automatically sends an email to the designated approvers, prompting them to review and take action on the Jira work item (issue).
Approval request & notifications
The Approval Request (Call for Action) is the main email sent to users when an approval step begins. It typically includes a greeting, work item details, and a review link to take action.
Beyond the initial request, Approval Path for Jira also sends notifications and reminders throughout the approval process to keep users informed and ensure timely actions. Common email types include:
Call for Action – Requests the assigned approver to take action
Call Delegates for Action – Sent to delegated approvers
Notification – General status updates
Automatic Reminder – Reminders for pending approvals
Call for Vote / Call for Vote Delegated
Voting Ended (Call for Action / Delegated)
Voting Expired (Call for Action / Delegated)
Voting Moderator Notification
Voting Moderator Notification Delegated
Choosing the notification mechanism
The notification mechanism setting determines how these emails are delivered. Available options:
Jira notification (Default): Emails are sent directly from Jira's native mail system.
Direct email: Emails are sent directly from the Approval Path app.
Note: Select Direct email if you wish to use custom senders, branded templates, or specific mail carriers (SMTP, Gmail, Outlook).
Email action guide
Clicking the work item key or title opens the Jira space and navigates directly to the specific work item.
Navigates to the work item where the approval window is displayed.
Action Buttons: Option lets users make decisions directly from the email.
Use the links in the email to quickly access Pending Approvals, Comment section, or open the Approval Guide and parent Jira space.
Action Buttons
Allows users to take action directly from the email without logging in to Jira.
The action link remains active for 24 hours and can be configured in Approval Path → Settings → Notifications.
To enable this feature, the Enable actions without login option must be turned on.
Email customization
Sender Customization
Navigate to Settings → Email tab to customize the sender identity. This is available only when Direct email is selected or when sending Custom Reminders using the email icons in the approval lists.
By default, emails are sent from: no-reply@app.approval-path.com. Emails will be sent through application-wide default provider.
However, you can change this by setting up your own mail provider using one of the supported carriers. You can test the configuration by sending a test email.
Carrier Option | Configuration image |
|---|---|
SMTP + STARTTLS Send emails through a custom SMTP server using STARTTLS encryption.
| |
Gmail API Emails will be sent through the Gmail API. Sender email must match the authorized account or will be automatically adjusted. | |
Outlook Graph Emails will be sent through the Microsoft Graph. | |
Subject & Body Customization
You can also customize the content of your notification emails — including sender details, subject lines, and message templates (text or HTML).
Templates support dynamic placeholders and can be fully personalized using OlivLang for advanced customization.
For details on how to edit templates and use dynamic fields, see the Email Notification Templates.
Result: How email actions work
Now let’s see how they actually appear and function. The following steps, along with accompanying screenshots, show the typical email workflow in action.
1️⃣ Initiation
The assignee starts the approval. The system triggers the email based on the chosen notification mechanism.
2️⃣ Notification
The approver receives the email and clicks an action button or a jump link.
3️⃣ Decision
The approver makes a decision via the email buttons or navigates to the Jira work item.
If "actions without login" is enabled, the external dashboard is shown.
4️⃣ Approval is complete!
The approval is instantly synchronized and completed in Jira.
For more information, see our documentation on Internal User Approval