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How to use Organizations for communication

Anujah Siva

We recently migrated to JSM and we want to use a feature that can send notification like Outage to all staff and I came across the "Organizations" in JSM after creating I can't find this under email templates Recipients (automation rule builder) or share with option in Portal. I followed this link: System settings - Jira Configuration - Jira

If this is not the method I really like to know is there a way I can send comms to all staff when needed?

Accepted answers

Fazila Ashraf

Hi @Anujah Siva

Welcome to community!

In addition to the portal announcements, i use the site admin's 'send email' feature to notify all users on important email communication

1. Navigate to Administration (gear icon) > System.
2. Scroll down on the left-hand menu to find mail and click "Send email".
3. In the "To" field, you can enter specific group names. e.g., jira-servicedesk-customers.
4. Draft the email and subject and hit send

Is that something that you are looking for?

Arkadiusz Wroblewski

Hello and Welcome @Anujah Siva

Organizations are mainly for grouping customers and sharing requests, not really for general broadcast communication.

So if a request is shared with an Organization, its members can see that request and get the initial Organization added notification. After that, members usually need to opt in if they want further updates on that request.

So my take would be:

good for sharing a specific ticket with a customer group

not ideal for general outage / announcement-style communication to everyone in that org

If the goal is broader communication, I would look more at customer notifications, automation, or an external distribution channel instead.

Igor Medeiros - Modus Create

Hi @Anujah Siva

Additionally, as a possible solution to your comms, I'd like to point out that Notification Assistant allows to have ad-hoc emails as well as fully customizable notification schemes sent to a variety of different recipients like groups, project roles, custom fields, etc.

Feel free to reach out!

All comments

Fazila Ashraf

Hi @Anujah Siva

Welcome to community!

In addition to the portal announcements, i use the site admin's 'send email' feature to notify all users on important email communication

1. Navigate to Administration (gear icon) > System.
2. Scroll down on the left-hand menu to find mail and click "Send email".
3. In the "To" field, you can enter specific group names. e.g., jira-servicedesk-customers.
4. Draft the email and subject and hit send

Is that something that you are looking for?

Arkadiusz Wroblewski

Hello and Welcome @Anujah Siva

Organizations are mainly for grouping customers and sharing requests, not really for general broadcast communication.

So my take would be:

good for sharing a specific ticket with a customer group

not ideal for general outage / announcement-style communication to everyone in that org

If the goal is broader communication, I would look more at customer notifications, automation, or an external distribution channel instead.

Arkadiusz Wroblewski

Thats great addition.

Anujah Siva

Thank you @Arkadiusz Wroblewski for clarifying

Anujah Siva

Thank you @Fazila Ashraf, for sharing this option. I’ve tested it, and it’s great to see that such a capability exists. However, the current email format does not appear professional. we need agents to send emails.