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.

Configure a Preset for Emails

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

Preset settings

Preset framework

Preset features	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	Choose among created email templates which content should be prefilled with a Preset for your emails (new email and reply template).
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.
Recipients	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.
Email access	Decide whether to share the content of the email with every user having access to the issue or to keep it private.
Receipts	Delivery receipt: Receive confirmation when email is received. Read receipt: Receive confirmation when email is opened.
Attachments	Decide on whether to include all Jira attachments when sending new or replying to existing emails from Jira.

Dialog configuration

Advanced mode	Define, if the email dialog should show more options to choose from such as email priority and categories.
Priority	Choose the priority of the email and make it a default. Decide among High, Normal, Low. Even if the advanced mode is not active, the priority can be set as 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.

Available built-in automation options
Email sent >> Jira comment	Attach a comment to the Jira issue, when a new email is sent. All involved persons will be notified via email. JSM ONLY 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 JSM ONLY	Choose from drop down menu: Existing: Existing users and customer users to the issue will be added. Create new customers: Add existing users and create customer users.
Email sent >> Transition issue PROJECT SPECIFIC	Choose a transition of the issue to apply when a new email is created. Select among options provided. 📌 Please note: Only transitions without screens are available. Only one “any status” can be selected. Multiple transitions from specific status can be selected.
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 Jira issue, when a new email is sent. All involved persons will be notified via email. JSM ONLY 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)
Issue resolved >> Email backup*	Backup the email entity connected to this Preset to a Jira issue. *Generate keyword comment Define a set of keywords to easily find the PDF afterwards (in Jira).

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.