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Configure JIRA to send emails to all team members on every new issue and comment

Borek Bernard

At the moment, I can manually watch an issue in JIRA to get email notitications. However, I'd like to configure JIRA so that everyone by default receives emails on new issues and new comments on issues, like add everyone on the project to the watch list by default.

How do I do that?

Accepted answers

Nic Brough -Adaptavist-

Emailing everyone is reasonably easy, although I'd avoid clobbering everyone with everything ("Jira mail fatigue" sets in rapidly and people tend to set up rules to ignore everything). You can add jira-users to the notification scheme, that will get everyone who can log in. I'd tend to go for something a bit more simple and use a role - for example, if you use "create: role: developers", then all the people who are in the role get told about new issues.

The watch list is a different story though - you'll need a spot of code to do that. Again, I'd check with the users - we allow reporter/assignee and develoers to set watchers on issues here, which does mean less watchers, but we still get a lot of requests for "stop drive-by watching - I don't want other people telling me what I should be watching", so a blanket add could generate more. I prefer the "watchers field" plugin, which lets people add watchers manually on the create screen.

All comments

Nic Brough -Adaptavist-

Vishnukumar Vasudevan

I would say we can manage this using 'Roles' and 'Notification Scheme' in a better way.

Vishnukumar Vasudevan

Hi,

Create a new role like 'Listener'. Add all of your team members in to this role in the corresponding project.

Go to your Notification scheme, for all events set the notifications to be sent to the project role ‘Listener’

Thanks, Vishnu.

Borek Bernard

Can they opt out from notifications for certain issues? Like "unwatch" a certain issue?

Borek Bernard

Nic, good point about the "JIRA mail fatigue". What I still don't quite understand is how "notification scheme" relates to a "list of watchers". Basically I think I would be happy with a solution that auto-adds certain users (like all users in the Developers role) to every new issue. I don't want to be adding them manually for every new issue I create.

Nic Brough -Adaptavist-

No, that's where the watchers thing comes in - they can opt-out by un-watching. You can't opt-out of a role.

It does sound like you're going to need some form of automatic-watching function, although adding all the users every time could cause some pain if you've got more than a handful of people.

Borek Bernard

We are a very small team at the moment so it's desirable that everyone knows about everything. Can JIRA auto-add users / roles to the watch list at the time of creation of an issue?

Nic Brough -Adaptavist-

Ah, ok. A notification scheme maps users (static or dynamic) to notifications. You can think of it as the map that says

"When event A happens to an issue, mail users if they match conditions X, Y, or Z".

The conditions of X, Y and Z can be

Single user (hard coding = bad, because only Jira system admins can edit these)
A group of users (hard coding = bad)
A role (better, because your project leads can maintain people in the roles - e.g. "users in this project", "developers for this project)
A dynamic item, current assignee
A watcher (good, because individual users can add/remove these themselves)
Reporter
(There are others, but they get horribly sneaky and you'll only need them after you've got the hang of the basics)

Line 5 is the one you're interested in, and I have to say when I'm knocking up a new notification scheme, my starting point is always "mail most events to Reporter, Assignee and all Watchers"

Note, if a user matches more than one line, it still only sends one email to them. Also, you might want to get your users to unset the flag "email me on my changes" so they don't spam themselves! (and consider setting that as the default too)

Stephen Cunning1

Hello

I have read through these comments but I haven't seen the answer to my problem as far as I can tell (you can correct me if Im wrong)! Our company has various projects with many issues on each project. One of our colleagues wants to watch issues that were created by another user. I have configured all issues so that he can watch every issue. However doesnt receive emails on new issues that are created under this project, just existing issues. Could you inform me how I can configure this so that he can receive emails on all new issues created please? P.S. We are using the OnDemand instance of Jira

Thanks

Stephen

Elliott

Hello,

To me this sounds like an issue with understanding how the security "layers" work in JIRA. These go

JIRA access > All Users who have login access to a JIRA instance

Permissions Schemes > Users that have access to a project and actions within the project

Issue Security > Controlled views of issues within a project.

Notifications Schemes > These are based on the above permissions.

You cannot create a notification scheme that notifies all JIRA users of an issue created, updated, etc. because that is based on the security/permissions in JIRA. The list of users who can receive information about this is filtered by the users who have permission to view it in the project.

Solution:

1. Create a group and add all users who need to recieve all emails to this group.

2. In the notification scheme(s) add the group to the create issue and comment added events.

3. Add the group to all projects.

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