We have a retention policy. How can I make sure chats and email content will still be accessible after deletion?

Many companies implement retention policies for Outlook, Teams, or both. Since we associate Email and Teams Chat IDs with issue IDs to create a connection between them, the content of these communications is displayed. However, we do not store the content, which means that once chats and emails are deleted - either through a policy or manually - they become inaccessible in Jira.

To address this issue and ensure that chat and email content remains available - potentially for audit purposes or to allow for indexing of previous conversations - we provide backup features. To simplify this process for all users, we offer various methods to achieve this.

Backup Chats/Channel conversation

1. Use Presets to backup chats/channel conversations automatically

To enhance your team's efficiency, we recommend editing your existing preset to incorporate the built-in automation for backing up chat conversations. Alternatively, you can create a new preset or apply this feature to a channel conversation/chat preset.

This automation will activate and execute immediately after an issue is resolved. To see how this can be accomplished, please watch the click-through demo provided below:

2. Use automation rules to backup chats/channel conversations

An alternative method for automatically backing up chat and channel conversations is by utilizing our automation action. This approach can be particularly beneficial if you need to implement a Jira trigger other than the standard status transition to "done." For instance, you might want to schedule the backup every 30 days or trigger it when an approval has been requested, among other scenarios. Learn more about automations here: Automation

3. Backup a chat/channel directly from the issue view

You can easily back up a chat or channel conversation directly from the Jira issue view. Just click on the three-dot menu to get started:

Backup Emails

1. Use Presets to backup email conversations automatically

To enhance your team's efficiency, modify your preset to include automation for backing up emails and threads, or create a new preset. This automation triggers immediately after an issue is resolved. To learn how to implement it, watch the demo below:

2. Backup an email/email thread directly from the issue view

The same principles that apply to chat backups from the issue view also apply to email backups:

3. Use automation rules to backup emails IN PROGRESS

Currently, that feature is not available, but it will function similarly to the chat automation backup action mentioned above.