Is there a way to capture Email details and copy them to the ticket after sending it via automation?

[Miranda]

I want to capture the email details of an email I'm sending via automation and add that to the ticket. 

For example, I want to be able to capture who it was sent to, date and time sent, etc. So that I can prove the email was sent and who the email was sent to. Is there a way to grab that information?

Thanks in advance for your help!

[Christos Markoulatos -Relational- · Accepted solution]

Hi @Miranda 

A practical workaround even though the native "Send email" action in Jira Data Center automation doesn't feed email metadata (like recipient addresses or sent timestamps) back into the issue automatically.

The trick is to add an "Edit issue" or "Add comment" action immediately after the "Send email" action in the same automation rule. Since you already know who the email is being sent to at the time the rule fires, you can use the same smart values you used to populate the "To" field in the email action to write that information to a custom field or internal comment on the issue. For the timestamp, you can use {{now}} as a smart value, which captures the date and time the rule executes. For example, your comment might read something like: "Email sent to: {{issue.assignee.emailAddress}} on {{now}}." You would create a multi-line text custom field (something like "Email Audit Log") and use the "Edit issue" action to append that information each time the rule runs. This gives you a durable, searchable record directly on the ticket.

If you need something more structured, the Marketplace app "Email This Issue" (JETI) for Data Center does have a dedicated Email Audit Log that tracks outgoing emails with an Emails tab on the issue view. The important caveat is that it only captures emails sent through JETI's own sending mechanism, not through Jira's native automation "Send email" action. So if your goal is purely to log what the automation rule sends, the in-rule comment approach is the more direct fit. JETI becomes worth evaluating if you also want to handle manual email sending, templated notifications, or a centralised admin-level log across the whole instance.

Hope this helps!

Helpful links:

• Jira automation actions (Data Center): https://confluence.atlassian.com/automation/actions-993924834.html
• Jira smart values reference: https://support.atlassian.com/cloud-automation/docs/jira-smart-values-issues/
• Email This Issue for Data Center (Email Audit Log feature): https://docs.meta-inf.hu/email-this-issue/email-this-issue-for-jira-server-data-center/features

[Miranda]

Thank you so much! I didn't think about editing the issue immediately afterwards, that's smart!

And thank you so much for all the additional information and links, those are so helpful!