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From June 3 2024, you must re-authorize incoming mail access to your Google mail server

Arbaaz Gowher

Hi community,

Issues and comments in Jira can be generated from email messages sent to your cloud application’s configured Google mail server. More about incoming mail on Jira.

From June 3 2024, access granted to incoming mail will automatically expire every 6 months. This means you need to re-authorize Jira to use a Google mail server every 6 months.

Who’s impacted?

This applies to anyone using a Google OAuth mail server to create issues and comments from email.

How to re-authorize

You must re-authorize Gmail access to incoming mail every 6 months. If access isn’t re-authorized, it will expire.

Open Jira and select the cog icon > System > Incoming Mail
Find the mail server with Google OAuth Authentication Type
Select Edit, and then Re-authorize

This is not a one-off re-authorization. You’ll need to authorize access every 6 months.

Why this change?

This is an initiative by Google to enhance privacy and security. More about Google’s refresh token policy.

Any questions?

If you have any questions or concerns, add a comment to this community post, or contact support.

Best,
Arbaaz Gowher
Product Manager, Jira

Comments

Nate Dame

Will Jira send notifications for this need every 6 months?

Cesar Ramirez

Is the six months starting form June 3rd 2024, or from when the accounts were initially authorized?

P.D. Foerster

I'm also wondering whether Jira will send notifications about this. It would be really helpful to get a notification somehow either via email, webhook or even a separate event to act on. In most cases a Jira issues would need to be created so that the admin reauthorizes the accounts before affected connections expire.

Arbaaz Gowher

@Nate Dame, @P_D_ Foerster - yes, Jira admins will receive multiple emails warning them about the expiry of the Google mail server. We'll send emails on D-21 day, D-7 day, D0 day, D7 day, D14 day and D21 day, where D is 6 months after the mail server was configured (after June 3, 2024).

@Cesar Ramirez mail servers configured before June 3 will expire on July 17, and mail servers configured after June 3 will expire 6 months after the date of configuration.

I hope this helps.

Ben McNeil

What about Jira Service Management?

Either that atlassian team are doing things smarter than the Jira Software team, and should share how they are handling connections to google mailboxes.

or we're in for a world of hurt over on the JSM side of the fence....

Jim Weill

Is it possible to bulk re-authorize our mail server? I have more than a dozen, but I have to do them all individually?

josephdpurcell-five9

I second "What about Jira Service Management?" -- I cannot tell if the global incoming mail server was created by Jira Service Management and that I now need to manage the token there for the Jira Service Management project OR if I just have duplicate incoming mail configuration (one global and one on the Jira Service Management project).

Upendra Kandpal

I understand this is a Google requirement, not Atlassian's. Are there any better solutions that involve little or no re-authorization of accounts? Additionally, if there's a bulk re-authorization solution available, it would help reduce manual efforts.

Fahd

Hi team,

Please check the following article in regards to Jira Service Management: https://community.atlassian.com/t5/Jira-Service-Management-articles/Reauthorize-your-connected-Google-email-accounts-in-Jira-Service/ba-p/2748012

Karpaga Selvan

Hi team,

I recently received an email from Atlassian informing me that, due to Google's refresh token policy, I need to re-authorize my Google account every six months. I have a few questions and would appreciate some clarification on this matter:

Why is Atlassian using Google's refresh token policy? What benefits does it provide, and how does it impact our usage of Atlassian products?
Why is re-authorization necessary every six months? Is this a security measure, and if so, how does it enhance the security of our Atlassian accounts and data?

I understand the need for security and compliance, but I'd like to get a better grasp on the underlying reasons for this requirement.

Additionally, we are experiencing some other issues and would greatly appreciate it if someone from Atlassian could connect with us to address these concerns in more detail. Your assistance would be immensely helpful.

Thank you!

Best regards,
Karpaga Selvan M.

adamce

Hello, I'm having trouble reauthorizing, I keep getting an error even thought everything is setup correctly. Can I please have some assistance trouble shooting?

Barbara Theiß

Hi, same problem here - I keep receiving mails to reauthorize, and have done this multiple times now. However the GUI doesn't show any error, everything seems fine.

Patrick Bradley_kryair

I was not able to re-authorize an email without using that email to login to jira.

I had to...
- create a jira account using our incoming mail account
- add that account as an admin
- use that account to reauthorize the incoming mail settings
- remove the new account from the user list to keep our user number low

Ekene Awuzie

Why does this need to happen at all? And the problem is that they send it to every user. It caused a lot of problem for me because some users acted on it and broke the authorization that was in place and I kept fixing it. Even if this has to be done, why not send the notification to only org admin or site admin? This is really disrupting.

Renata Liwanowska

Hello,
I'm having trouble to re-authorize incoming mail access to the Google mail server.
I am not getting any error but it is not changing anything.
I have done this in the past but not working this time.
My account is set as site amin and user access admin.
Can I please have some assistance in trouble shooting?

Renata

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