Work Item Field - Email
Work item field
Work item 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 in the work item. You can use custom fields that are populated with your information.
How do external users start approval?
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 the first interaction. They will have to set up an account. An external user can set up an account beforehand by visiting the 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.
Work item field - Email
Combining both possibilities, the work item 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.
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 a work item. This option is available as “Description” under the “work item field - Email” drop-down menu. Read more here.
Action types
Approval
Notification
Consent
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.
Consent is similar to Approval. Learn more about it on the FAQ page.
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.
Requiring comment on actions
If this checkbox is selected, the approver will be required to provide a comment when approving, rejecting, or abstaining from approving a work item. This ensures that the reasons for decisions are clearly communicated, providing feedback for the assignee and keeping transparency in the approval process.
Resolve the email 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 is missing from the work item field, this step will be skipped, or the definition will not be created if 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.
Work item watchers notification
This feature gives an effective way to update notifications for approval paths sent to work item watchers. It grants the user the ability to prevent unnecessary notifications, enhancing overall communication efficiency.
Create a 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 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 information regarding conditions in our documentation.