Enhanced email customization capabilities available in Automation

[#1]

We're excited to announce the release of our new automation action for email, designed to help streamline communications within your workflows. With this update, you can send emails from custom email addresses, incorporate images, and choose between plain text, rich text, and HTML content formats. Through a more personalized and branded email experience, this enhancement allows you to connect better with employees, customers, prospects, and more.

New action: Send customized email

Adding the new action to an automation rule can be useful in scenarios like automating an email series that gets sent to a new starter as part of an onboarding workflow. The emails can be tailored for each purpose and can use smart values that reference all of your own custom fields.

To customize your emails:

• From your project settings, go to Automation.

• Select an existing rule or create a new one by selecting Create rule.

• Select Add component and then select THEN: Add an action.

• In the search bar enter ‘email’, then select Send customized email.

• In the Settings tab, enter the email details.

  • For the Recipient(s) field, from the dropdown list you can select user fields or groups. You can also enter smart values, or email addresses for recipients internal or external to your organization. Recipients receive separate emails and will not see other recipient addresses.

  • For the From field, you’ll have the option to customize the email prefix of the default email domain that comes with your site. You can also send emails from any custom email address added at admin.atlassian.com by your organisation admins. Read how to set up custom email addresses.

• In the Content tab, select the content type you want to use for your email. You’ll have the choice of:

  • Plain text – no content formatting, but can include smart values.

  • Rich text – content formatting via the editor toolbar including links and images, and can include smart values. Images can be added by entering a public URL to a hosted image file, with size and position managed using contextual drag handles and toolbars within the Content field.

  • HTML – content formatting via HTML, and can include smart values.

• Enter your content into the Content field. Note that your email content is only saved once the rule is turned on, saved, or updated. Switching between formats will delete any existing content from the content field.

• When you’re done filling in the fields in both tabs, select Next.

• Save or Update your rule.

What’s next?

You’ve been telling us that adding attachments is an essential part of your email process, so we’ve been exploring how to make this possible and hope to add this capability soon.

In the meantime, we look forward to hearing about how you use the new email action. And if you have any feedback as you get started, feel free to share it below—we’d love to hear about your experiences.

Note that some emails may be blocked and not sent to some recipients if your organization has an external user security policy. 

[Matthew Challenger]

Looking forward to testing this out! Great addition.

[Lars Swart]

That's very cool. Thanks for the update. One final detail and this automation action is perfect. Allow us to send mails to the members of a project role please.

[Kim Euker]

This is great!

[Bill Sheboy]

Hi @Dushyant Sharma 

Thanks for this information and the improvements.  I have a few questions about the new feature...

• Will this new email action be available for all license levels (e.g., Free, Standard, Premium, etc.)?
• Will this be available for all products' automation (e.g., Jira, Confluence, etc.)?
• The image shows an "Email name" field, which appears to be a "template" name.  If they are templates...
  • Where are those templates stored (i.e., rule, project, product, site)?
  • May they be reused by different rules, once defined?
  • If they are not templates and cannot be reused, what is the purpose of the field?

Kind regards,
Bill

[Tomislav Tobijas]

No more need to dig through W3Schools resources to find HTML formatting for email content 😅

Nice one!

[Rick Westbrock]

What is the timeline for this feature rollout? I didn't see that mentioned and I don't see the new action in my sandbox or production instances yet. 

[Carey Fruitman]

A great step in the right direction. I'm still missing the option to send an e-mail with "High Importance" (also known as "High Priority"). Anything in the pipeline for that?

[Dushyant Sharma]

@Bill Sheboy 

Thanks for your comments and question. 

My response below

• Yes it will be available for all license level 
• In (not too distant) future this will be, for now it will be for Jira platform apps
• Currently there is no concept of templates associated with this email, this name is used as an action name (Action will read Send Email: Email Name)in the automation rule. However, you are thinking in the direction we want to head towards

Thanks

[Dushyant Sharma]

@Rick Westbrock Roll out has already started progressively to all the tenants and you should get it with-in the next week or two.

[Dushyant Sharma]

@Carey Fruitman 

We will take that as a request, currently not planned. 

Thanks

[Kam Miah]

I haven't tested, but I hope we can now add multiple email addresses without having to add them one at a time.

[Sami Shaik]

This is a fantastic enhancement - custom email actions with rich formatting options will greatly elevate automation workflows. Looking forward to the upcoming attachment support as well!

[Jared Schmitt]

Hi @Dushyant Sharma 

Is there any chance that this new action allows us to attach files to the emails, for example issue attachments? 

[Dushyant Sharma]

@Jared Schmitt - yes the attachment to emails is in the pipeline in not too distant future. 

[Mathew Lederman]

@Dushyant Sharma is there an EAP available for the attachment option? We are looking into building out a work-around that would require modifying ~100 different workflows to send attachments through Email This Issue and then modifying these back when attachments are available in automation.