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Atlassian email sending address not unique, can't filter

Matthew Allen_hd3it6

I want to filter emails sent from my Jira boards to a subfolder. Sender email looks like this:

jira@mail-us.atlassian.net on behalf of Bob Smith (Jira)

One of our external suppliers has apparently started using some sort of issue tracking software from Atlassian. When I get emails from their support, the sender is

jira@mail-us.atlassian.net on behalf of Sally Henderson

How can I automatically filter these to proper subfolders in my email client if the sending address is the same?

Accepted answers

Andy - PTC Redundant

@Matthew Allen: All e-mail services have some form of "Rules & Alerts" option.

Set up the rule you wish to process (3 from my own Outlook account below in purple as example) and then make it as unique as you desire in order to achieve the result you want (green).

In the example you gave the key terms "Bob" and "Sally" will be the triggers.... just play around with it until it does what you want.

All comments

Andy - PTC Redundant

@Matthew Allen: All e-mail services have some form of "Rules & Alerts" option.

Set up the rule you wish to process (3 from my own Outlook account below in purple as example) and then make it as unique as you desire in order to achieve the result you want (green).

In the example you gave the key terms "Bob" and "Sally" will be the triggers.... just play around with it until it does what you want.

Matthew Allen_hd3it6

Creating email rules isn't the issue. Bob and Sally are made up names for my example. I do have a reasonably complete list of those for our own Jira boards for the first type of email, but won't know any for the external company's tech support senders.

To filter on those would be a bit silly anyhow. As people come and go on our projects those rules would change too frequently to maintain.

The ideal solution (for me) is if Atlassian sets up their sending name to be a bit more descriptive.

jira@mail-us.atlassian.net on behalf of MyCompany Bob Smith (Jira)

jira@mail-us.atlassian.net on behalf of CompanyX Sally Henderson

Additionally I find it odd that the second name uses jira@. Can Jira be configured to be an issue tracker for tech support? Or is Atlassian piggybacking on an existing sender address? Regardless it doesn't have the product name in the string.

Andy - PTC Redundant

Ah... I understand! Indeed if there is no uniqueness to the e-mails, then rules are null in void.

Sadly I don't know if Jira can be configured in that way at this time. If I find that out I'll let you know!]

Quick check on those unique key terms of the emails... what about in the subject?

Normally there's a project/task/userstory/subtask reference.

Example: [JIRA] (TWNKLS-1) New TWNKLS Task

If your suppliers project name is unique enough then that might be the way to go.

Matthew Allen_hd3it6

Good idea about the Project name. I can prob use a "catch all" for the rest and assume those are from my supplier's tech support (which is ok until another external entity uses Atlassian for their ticket mgmt).

Thanks for looking at it.

Andy - PTC Redundant

You're welcome. Good luck !

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