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Comparison of Mailbox Management in Jira and Email This Issue
Email This Issue now manages connections to Mail Accounts to override limitations in Jira's IMAP/POP3 management.
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Email This Issue does not delete the emails from your mailboxes, it simply marks them "read".
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Emails are in-memory (once emails are downloaded, they are stored in memory and passed to a handler). If Jira crashes while processing a message, the message is lost.
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Email This Issue downloads the emails from the mailboxes and stores them in the database persistently.
If the download is interrupted by a malfunction of Jira, Email This Issue attempts to download it again.
Incoming Mail Connections
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- Green: The connection is successful, the mail handler is connected and is working.
- Red: The connection is unsuccessful, emails are not downloaded via this connection due to some error. For more information, please check the Protocol log.
- Yellow: Emails are not downloaded via this connection as it is not used in any enabled mail handlers.
- Question mark: Before the first fetching, the status is not yet determined. This icon will change one the first fetch is done.
The Incoming Mail Connections page has a set of mandatory and options attributes. The Protocol Attribute is used to specify if the connection to the provider is based on password authentication or on OAuth2.
In case of an unsuccessful connection in the Incoming Mail Connection, the status becomes red and a protocol log becomes available:
The Protocol Log is displayed only when the status is red (indicating a problem with the connection) and it contains information about the errors that occurred during fetching e.g. authentication failed, wrong hostname etc.
Add a new Incoming Mail Connection with Password Authentication
Add a new Incoming Mail Connection with OAuth2 Authorization
When using the OAuth2 connection protocol, a reduced set of fields are shown because attributes like host, port, password are not required.
OAuth2 Authorization
If you want to connect to an email service using OAuth2, then after specifying the OAuth Credential and Username, you must start the authorization process by clicking the Authorization button.
The authorization is specific to the Service Provider and takes a couple of steps as detailed here for Gmail and o365.
Authorize Email This Issue to access Gmail accounts
Authorize Email This Issue to Access Microsoft 365 Accounts
Incoming Mail Account attributes
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Specifies the protocol to use when connecting the service. Values are:
- IMAP
- POP3
- Google OAuth2
- Microsoft OAuth2 (coming soon in version 8.1.1)
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Supported encryptions:
- No encryption
- SSL/TLS
- STARTTLS
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IMAP or POP3 connection timeout in milliseconds, valid value: 1-30000 ms. Leave blank or 0 for default (30000 ms).
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The Folder in the mailbox from which the emails will be downloaded. If left blank, emails are loaded from the INBOX folder.
The Folder attribute is only used when the protocol is IMAP.
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Decide what to do after Emails are downloaded
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By default (and up to version 8.1.1) Incoming Mail Connections mark downloaded emails as "seen" (i.e. "read") in the mailboxes. Since version 8.1.1 administrators may configure mail accounts to remove messages from the mailboxes after they have been successfully downloaded
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If you are using Microsoft Exchange, you can create a rule to directly copy each incoming mail into a separate folder (e.g. “Jira Archive”). Instead of using the setting “Mark messages as seen”, set the After download function in the Incoming Mail Accounts to the “Delete messages” option. This way the inbox is kept clean and empty, but you still have a copy of all your emails. Processing time in large mailboxes is reduced to seconds instead of minutes with this little workaround. |
Test Connections
It is possible to test the connection before actually saving the connection itself, it is also highly recommended to do so in order to check if there are any errors in the configuration.
How to use Incoming Mail Connections
These Incoming Mail Connections cannot be used with Jira's built-in Incoming Mail Handlers, only with our app's Next Generation Mail Handlers.
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move the "read" emails out of the folder
set them to be "unread" again
move them back into the folder manually.
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