Preset: Email

Set-up guide

Preset for the Outlook email feature can be defined for all kinds of Outlook emails (new, reply). Learn more about the configuration process below.

Configure a Preset for Emails

Click through this short demo to configure a Preset for your Outlook emails.

Preset settings

Preset framework

Project restriction	Decide between Jira or JSM projects. If you want to change the restriction, you will need to create a new Preset.
Preset name	Choose a specific name so that users understand the usage of the Preset.
Preset icon	Choose a suitable icon for the Preset.
Preset tag	Use tags e.g. “internal” / “external” / “sensitive” etc. to categorize the Preset for the user.
Preset description	Be as precise as possible to distinguish easier among your Presets.

Default settings

To access sender or recipients data, you must log in with your Microsoft 365 account via this button on the bottom of the page.

Mail subject and body EDITABLE BY THE USER	Choose among established email templates which content should be prefilled with a Preset for your Emails.
Sender EDITABLE BY THE USER	Choose a sender of the email. You can send emails on behalf of another user or shared mailbox. Set-up a shared mailbox here.
Recipients EDITABLE BY THE USER	Static user: Search by email for a required persons. Jira field: Enter a Jira field term to be added here.
Add as issue participant JSM ONLY NOT EDITABLE BY THE USER	None: no participant will be added. Existing: Existing users to the issue will be added. Create new customers: Add existing users and create customers.
Email access EDITABLE BY THE USER	Decide whether to share the content of the email or to keep it private.
Receipts JSM ONLY NOT EDITABLE BY THE USER	Delivery receipt: Receive confirmation when email is received. Read receipt: Receive confirmation when email is opened.

Dialog configuration

Advanced mode	Define, if the email dialog should show more options to choose from.
Priority	Choose the priority of the email and make it a default.

Built-in automations

Choose from built-in automations that integrate Microsoft 365 features with Jira. No manual setup is required. These settings are active throughout the chat's lifecycle and have no automation service limit.

If you want to set up more advanced Jira automation rules with Microsoft 365, click here.

Email sent >> add Jira comment	Whenever an Email is sent from Jira, a Jira comment will be added to the issue (and involved persons will be notified via email).
Email received >> add Jira comment	Whenever an Email is received / is coming in in Jira, a Jira comment will be added to the issue (and involved persons will be notified via email).
Issue updated (resolved) >> Email backup*	Whenever the issue is resolved, the corresponding email (conversation) will be backed up as a PDF file to the issue.
*Generate keyword comment	Define a set of keywords to easily find the PDF afterwards (in Jira).

Finish set-up

Create

Create the Preset and it will be available in the admin / project settings in Jira. It needs to be manually activated via the settings.

Create + activate globally

Create and activate the Preset and it is automatically active in all Jira projects with no project-specific settings.

📌 Please note: If there are project specific settings, the project admin still needs to activate the Preset manually via the project settings.

Create + force activation for all projects

Create and activate the Preset and it is automatically active in all Jira projects regardless of project-specific settings.

📌 Please note: Project specific settings will be overridden and the Preset will automatically be available and selectable in the Jira issue.