Email communication

Owned by Yoonjeong Bae
Last updated: Nov 01, 2024 by Krzysztof Bogdan
3 min read

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 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.

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

  2. Navigate to Global Setting → Custom Email tab

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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.

 

  1. From Carrier, select SMTP with STARTTLS option

  1. Provide your SMTP details: Host, Port, Username

  2. 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 Project Configuration documentation.

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:

  1. ${sender} - user sending the message,

  2. ${element} - a type of the content shared, it can be an issue, filter or board,

  3. ${password} - optional password used to protect shared link,

  4. ${url} - unique shared link URL address,

  5. ${expiration} - optional expiration date of the shared link.

For more details about Email template, please check our Email Template documentation.