Preset: Meetings

Preset for the Outlook meetings feature can be defined for all kinds of meetings. Learn more about the configuration process below.

Configure a Preset for Outlook meetings

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

Preset settings

Preset blueprints

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.

Meetings Preset blueprints provide pre-filled configuration options for:

(Meeting) title and description
Date and time (start and end dates)
Attendees
Response options
Access options (sharing)
Dialog configurations (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

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.

Meeting settings

To access attendees options you must log in with your Microsoft 365 account via this button on the bottom of the page.

Title and description	Give the Preset a name and choose among existing meeting templates which content should be prefilled when choosing a Preset in Jira. Create a global Preset: Only globally defined templates can be accessed. Create a project specific Preset: Globally and project specific templates can be accessed. Create a new template: If existing templates do not meet your criteria, set up a new one directly from the Preset configuration.
Date and time	Define a specific start and end date based on Jira fields or decide if it this Preset should be an all day meeting. By default, our app recommends a start date based on attendee’s calendar availability.
Attendees	Static user: Search by email for a required persons. Jira field: Enter a Jira field term to be added here.
Online meeting	Define if the meeting should held online only.
Response options	Response required: Choose if a response to the meeting invitation is necessary. Hide attendees: Choose if the list of meeting attendees should be shown or not.
Access	Decide whether to keep the meeting private or make it public. Public: All users can join the meeting. Private: Only meeting attendees can join.

Dialog configuration

Time picker steps	Select the intervals at which our app should propose meeting time suggestions.
Advanced mode	Decide if the user should have even more options to select from when scheduling the meeting e.g. Outlook sensitivity 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.

JSM projects
Meeting created >> JSM comment	Attach a comment to the request, when a new meeting is scheduled. 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)
Meeting created >> Assign user to request	The agent that creates this meeting will be automatically assigned to the request, provided they have the necessary permissions to assign themselves.
PROJECT SPECIFIC Meeting created >> Transition issue	When a meeting linked to a JSM request is created, the rule triggers a predefined workflow transition on that request. Choose which transitions to use when the chat starts. You can: Pick specific transitions for each workflow, or Use transitions that share the same start and end statuses across multiple workflows. Please note: Only transitions without screens are available. For specific workflows: choose one “any status” transition per workflow, or multiple transitions from specific statuses. For shared transitions: choose one “any status” transition, or multiple transitions from specific statuses across workflows.
Jira projects
Meeting created >> Jira comment	Attach a comment to the work item, when a new meeting is scheduled. All involved persons will be notified via email.
Meeting created >> Assign user to work item	The user that creates this meeting will be assigned to the issue, provided they have the necessary permissions to assign themselves.
PROJECT SPECIFIC Meeting created >> Transition work item	When a meeting linked to a Jira work item is created, the rule triggers a predefined workflow transition on that request. Choose which transitions to use when the chat starts. You can: Pick specific transitions for each workflow, or Use transitions that share the same start and end statuses across multiple workflows. Please note: Only transitions without screens are available. For specific workflows: choose one “any status” transition per workflow, or multiple transitions from specific statuses. For shared transitions: choose one “any status” transition, or multiple transitions from specific statuses across workflows.

Built-in automation: Transition request/work item

The following explanation is based on the Teams preset.

Select one or more transitions from specific workflows and have them also listed in the shared across workflows tab, if the selected ones also exist in other workflows.

Select transitions via the tab “ from specific workflows” …

… and also see them listed in the “shared across workflows” tab

Start by selecting transitions which are shared across workflows. Switch to the tab for specific workflows to see all workflows containing the selected transition. Delete or keep transitions, if desired.

Select transitions via the tab “shared across workflows” …

… and also see them (categorized) in the “from specific workflow” tab

Please note:
Whenever there is an “any status”-transition selected, no other transition can be selected in this workflow.

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

Finish set-up

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.