Issue field - Email

Owned by Polina Naumenko
Last updated: Sept 25, 2024 by Beata Lewandowska
3 min read

Issue field

Issue fields may be used to define steps in the approval process. For example, you may choose the approver to be the user with the email address from the selected string field from the issue. You can use custom fields that are populated with your information.

External User

You can specify external users, outside your organization (without access to Jira) to participate in the approval process. We will send an email with an invitation to an external user in case of first interaction. They will have to set up an account. An external user can set up an account beforehand by visiting Approval Path registration.

Once an account is set up and the email address is confirmed, they can log in to the dashboard and see a list of awaiting approvals.

Issue field - Email

Combining both possibilities, the issue field - Email allows you to specify external user steps that are more dynamic.

  • The field can be populated after the definition is created and started

  • You can select a list of external approvers (multiple external approvers)

  • You can Resolve user/s on approval start or step start.

Issue field has to be accessible on create screen

You can use the “Short text (plain text only)” custom field for adding single email address fields to your tickets.

For multiple external approvers, you can use the description of an issue. This option is available as “Description” under the “Issue field - Email” drop-down menu. Read more here.

Action types

Approval / Consent action

When the single-user decision step is activated, an external user will receive an email notification with a 'call for action' from the no-reply@mail.approval-path.com email address. The email will contain a link to a page with simplified Confluence content and action buttons. Please note that once made, the decision cannot be changed, and an external user cannot delete or archive the approval.

Notification action

The user will be notified about the current progress. They might be interested in knowing progress or results, but this person has no involvement in decision-making.

Resolve user/users on

Two options allow you to reveal the approvers (value):

  • Approval start

  • Step start

If the “Approval Start” option is selected, the value will be revealed as soon as the approval starts (if the value missing from the issue field, this step will be skipped or the definition will not be created when it doesn’t contain any steps).

The "Step Start" option will only display the value once the path has reached the step. After the approver is determined, this step functions similarly to an Email Step.

Issue watchers notification

This feature gives an effective way to update notifications for approval paths sent to issue watchers. It grants the user the ability to prevent unnecessary notifications, enhancing overall communication efficiency.

Create step condition

This feature allows the inclusion of a specific step in the approval process if it aligns with a condition defined in a Jira expression. Once selected, the step will only be added to the approval workflow solely when the condition is fulfilled. Should the condition not be met or encounter an error, the step will not be part of the approval process. Find more regarding conditions in our documentation.