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Preset: Email

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

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Configure a Preset for Emails

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

Preset settings

Preset blueprints

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Jira global settings: When creating a new preset, select a blueprint option.

You can create presets from scratch (first two options) or from a preconfigured blueprint (see options below under “recommendations”). Blueprints are available for specific use cases, such as incident management and internal ticketing.

Email Preset blueprints provide pre-filled configuration options for:

  • Sender & participants

  • Subject & body of the email (message)

  • Priority & receipts

  • Access options (sharing)

  • Dialog configuration (e.g. advanced mode)

  • Built-in automations

You can adjust or accept these options.

When creating a Preset, you can choose between a JSM or Jira project. Configuration options differ based on the Preset type.

Preset framework

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Framework settings
NOT EDITABLE BY THE USER

When selecting a Preset option, decide on a name & icon, a tag and add a short description.

Preset icon & name

Choose a specific name and icon so that users understand the usage of 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.

Email 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. image-20241112-082915.png

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Set defaults
EDITABLE BY THE USER

Decide on the default sender, participants and subject & body of the email (based on templates). Adjust even more options to your needs such as attachment handling and access options.

The user can edit settings in Jira, if required.

Sender

Choose a sender of the email, if the mail should be send on behalf of another user or shared mailbox: Set-up a shared mailbox here.

Participants

Choose, “to” whom the email should be send, as well as who should be in “CC” and or “BCC”.

Static user: Search by email for a required persons.
Jira field: Enter a Jira field term to be added here.

Subject and body

Choose among created email templates which content should be prefilled with a Preset for your emails (new email and reply template).

Attachments

Decide on whether to include all Jira attachments when sending new or replying to existing emails from Jira.

Priority

Choose a priority of the email being sent.

Receipts

Delivery receipt: Receive a confirmation when the email is received.

Read receipt: Receive a confirmation when the email is opened.

Access

Decide whether to share the content of the email with every user having access to the issue or to keep it private.

Dialog configuration

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Dialog settings
NOT EDITABLE BY THE USER

Decide, if the email dialogue should open in advanced mode to e.g. decide on priority and categories.

Built-in automations
NOT EDITABLE BY THE USER

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

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JSM projects

Email sent
>> JSM comment

Attach a comment to the request, when a new email is sent. All involved persons will be notified via email.

Jira comment visibility:

  • Internal comment: Decide, if the comment should only be visible for your team (internally).

  • Customer comment: Decide, if the comment should be visible for the customer (notification will be send via e-mail, as usual)

Email sent
>> Add recipients as issue participant

Choose from drop down menu:

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  • Existing: Existing users and customer users to the issue will be added.

  • Create new customers: Add existing users and create customer users.

Email sent
>> Assign user to issue

The user will automatically be assigned to the issue, if they send a new email from it (provided that the user has permissions to assign themselves).

Email received
>> JSM comment

Attach a comment to the request, when a new email is sent. All involved persons will be notified via email.

Jira comment visibility:

  • Internal comment: Decide, if the comment should only be visible for your team (internally).

  • Customer comment: Decide, if the comment should be visible for the customer (notification will be send via e-mail, as usual)

Request resolved
>> Email backup*

After resolution of the request, a backup of all shared emails is attached to the JSM request in the form of a .*zip file containing every email as an *.eml file.

Choose among language options.

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Email sent
>> Transition request
PROJECT SPECIFIC

Automatically transition the JSM request when yasoon-email-sent.

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Please note:

  • Only transitions without screens are available.

  • Only one “any status” can be selected.

  • Multiple transitions from specific status can be selected.

Jira projects

Email sent
>> Jira comment

Attach a comment to the work item, when a new email is sent. All involved persons will be notified via email.

Email sent
>> Assign user to issue

The user will automatically be assigned to the issue, if they send a new email from it (provided that the user has permissions to assign themselves).

Email received
>> Jira comment

Attach a comment to the work item, when a new email is sent. All involved persons will be notified via email.

Work item resolved
>> Email backup*

After resolution of the work item, a backup of all shared emails is attached to the JSM request in the form of a .*zip file containing every email as an *.eml file.

Choose among language options

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Email sent >> Transition work item
PROJECT SPECIFIC

Automatically transition the Jira work item when yasoon-email-sent.

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

Finish set-up

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Create Preset
NOT EDITABLE BY THE USER

When finishing the set-up of the Email Preset, you can decide between different activation options.

Create only

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

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.

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