General Configuration

General Configuration in Email This Issue is a set of global default values, permissions, and restrictions that are applicable in parts to incoming and outgoing emails as well.

The global defaults are applied in all scenarios when:

  • you send a single issue in an email
  • you send multiple issues in an email
  • email is sent from a post-function
  • email is sent from issue events

Users may be able to override the default values and set their own preferences if you allow this (see below).

Description settings

In the Description section, you can configure default email recipients that will be set as recipients automatically when users compose emails.



ActionDescription
Recipients (To):Type recipients that should be in the To: field by default in case of outgoing emails. Valid values to enter are as follows: email addresses, group names, project roles, custom fields, user names.
CC / Click on the CC button to make copy recipients available for outgoing emails. Type recipients that should be in the CC: field by default in case of outgoing emails. Valid values to enter are as follows: email addresses, group names, project roles, custom fields, user names.
Select this option if emails should be delivered to inactive user recipients as well. By default, inactive users will not receive any outgoing emails.

Emails settings

In the Emails section, you can configure default values of email attributes that will be automatically applied when users send manual emails. Users can override these settings for every email in the "Email options" menu when they compose manual emails or override it for all outgoing Manual/Notification emails in the corresponding settings. Please note that in this case the order is the following: by default the general configuration is applied → if there is a notification setting/Manual email defaults setting for this option, then that one overrides the general configuration → users can still override this in the email options.


ActionDescription
HTML or Text format of the email.
Enable this option if you want to add the outgoing email's recipients to the issue as watchers.
Enable this option if you want outgoing emails to be sent from the users' email address instead of the email address set in the SMTP settings.
Enable this option if you want replies to your outgoing email to be sent to the users' email address instead of the email address set in the SMTP settings.

Comments settings

In the Comments section, you can configure default attributes related to comments left by Email This Issue based on outgoing manual emails. Users can override these settings for every email in the "Email options" menu when they compose manual emails or override it for all outgoing Manual/Notification emails in the corresponding settings. Please note that in this case the order is the following: by default the general configuration is applied → if there is a notification setting/Manual email defaults setting for this option, then that one overrides the general configuration → users can still override this in the email options.


Action

Description
Set the visibility of comments generated from outgoing manual emails.
Select this if you want to add the comment silently, this way, no event will be triggered in Jira.
Select this if you want issue comments to be added to outgoing emails.

Permissions and Condition for Sending Emails Manually

In the Permissions and Condition for Sending Emails Manually section, you can configure the project roles and/or groups whose members are allowed to send manual emails.

This applies to the issue operation (using the Email button on the issue screen) and to bulk email sending (using the Email button in the Issue Navigator).
Emails sent from workflow post-functions and custom notifications are not affected by these permissions.

You can narrow the list of permissions to Project Roles, Groups, or JQL filters. Please note that these conditions are applied with an AND operator, meaning if you have more than one condition entered, they are added and evaluated together.
Example:

in the below case only those users will be able to send manual emails who are part of the Service Management Team project role AND are part of the jira-administrators group:

Restrictions settings

In the Restrictions section, you can configure recipient exclusions. Recipients entered here will not be offered as an option when composing manual emails.

With restrictions, you can exclude members of project roles, groups, and custom fields from the possible values of recipients. You can use this to prevent cases like emails being sent to all Jira users unintentionally.


ActionDescription
Start typing to select members of a project role to exclude them from being listed as recipients.
Exclude User Groups
Start typing to select members of a user group to exclude them from being listed as recipients.
Regular Expressions text box
This function is part of the "Exclude User Groups" section. Groups matching the expressions here will not be listed as recipients. Regex exclusion may be much more powerful if you have thousands of groups.
Exclude Custom Fields
Start typing to select custom fields. Emails will not be sent to users or email addresses stored in these custom fields.
Exclude external recipients
Exclude external recipients (people who are not registered in Jira in any way).
Limit to project user recipients
Select this to forbid sending emails to recipients who are not authorized to view the issue in JIRA.


Apart from the above restrictions, white and blacklists are also available in regex restriction format as shown below:


ActionDescription
Enter regular expressions that define a whitelist of recipients. Recipients whose email address does not match any of the whitelist expressions will not receive emails. Add one expression per line.
Enter regular expressions that define a blacklist of recipients. Recipients whose email address matches any of the expressions will not receive emails. Add one expression per line.
Enter regular expressions that define a blacklist of senders. Emails from senders whose email address matches any of the blacklist expressions will not be processed. Add one expression per line. Please note that Example #2: john.doe@mycompany.com in the examples will be corrected to john\.doe@mycompany\.com in version 8.1.2. as this is the correct expression.

Other settings

In the Other settings section, you can specify additional attributes applicable to outgoing emails.


ActionDescription
Any event selected here will be thrown by Email This Issue for each email that is sent.
Select the display option for the email audit log issue panel. Options include hiding it on issue view, displaying it in the issue for people who are permitted to send manual emails, and displaying it for every user.
Select the Editor to be used on the Email Screen when composing manual emails. Please note that JEditor is a third-party add-on that requires a valid license, we only support its use in our product. You can purchase and install it via the Atlassian Marketplace.
Start typing to select custom fields. Fields selected here will not be shown in the issue panel of the right side of the email screen.
Allow or ban adding issue attachments to outgoing emails. Attachments may be added manually or be referenced in issue fields.
D
Select this to disable the Bulk Email operation that allows users to send multiple emails with the bulk operation from the issue navigator.
Select this to disable personal email settings (including email options and recipient lists) based on the user's preferences. This means that the "Email options" button will be hidden from the users on the manual email screen.
Select this to let users specify BCC recipients in all outgoing emails.
Select this if hundreds of user groups exist in JIRA and users experience problems in Internet Explorer.
Select this if you want to send HTML emails with the mime type multipart/mixed instead of multipart/related. You should not normally change this setting. See this ticket for more details.
JIRA mail handlers have a problem extracting text from emails sent from Outlook. This results in duplicate blank lines appearing in the issue description or comment text. Select this checkbox to let Email This Issue remove these redundant blank lines. See JRA-30790 for more details.
4-byte Unicode characters (such as emoticons) in incoming emails may cause errors creating issues or comments if the database does not support these characters. Select this option to remove these characters in the mail handlers.