Gmail to Jira Integration: Simplify Task Creation

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Every day, a great number of important tasks arrive in our inboxes. It includes customers' requests, project updates, meeting approvals, etc. However, emails aren’t good tools for structured task management, which makes it easy for important details to get lost or forgotten. Many teams currently perform double work by manually moving data into Jira while maintaining unorganized communication methods.

The right tools enable you to automate the process of directly transforming Gmail emails into Jira tasks. They allow Gmail users to convert work-related emails into Jira issues, which can be easily prioritized.

In this article, we will examine Gmail to Jira integration, explore three types of emails that can be transformed into Jira issues and an app that helps to do it quickly and efficiently.

3 types of emails you can quickly turn into Jira issues

Emails with Customer Requests and Support Tickets

Example: Your support team receives an email from a customer with a bug report.

When support teams handle busy email inboxes, these crucial messages can easily become hidden when manual Jira issue logging procedures are used. Email&Tasks for Jira Cloud and Gmail Integration add-on provides a solution to this problem.

The add-on provides support managers with the ability to convert such emails into Jira issues right from their inbox without disrupting their workflow between tools. The manager selects a project from Jira with an issue type and body, along with attachments, and then the system automatically creates the new Jira issue.

It is possible to install the add-on through Atlassian Marketplace or Google Workspace Marketplace.

To convert the email with the customer’s problem into the Jira task that needs to be solved, follow these steps:

• After the installation, open Gmail and find an email you want to turn into a Jira issue.
• Open the add-on by clicking on its icon and choose Add new issue.

• Then, you need to choose a suitable project. In our case, it will be the Support project.

• Choose issue type and assignee. Fill in the summary and description and click Create issue.

The task will appear in Jira automatically and will look like this:

Using this method of creating issues from Gmail, the support team has all the details they need in Jira, and the email is correctly tracked and assigned. There is no need to switch between Gmail and Jira and generate issues manually.

Also, it is possible to use AI functionality provided by Email&Tasks for Jira Cloud and Gmail Integration add-on to make the process faster.

Emails Related to Internal Team Communication

Example: The Product Manager sends a follow-up email to the marketing specialist after the meeting to verify upcoming steps of the product promotion.

This follow-up email contains specific tasks together with their due dates to ensure the promotion achieves its success goals. The email format exposes the information to high risk of becoming invisible. Converting it into a Jira issue directly from Gmail ensures the work gets tracked, assigned, and managed effectively.

To convert such an email into the Jira tasks for a marketing specialist, it is needed to do the following:

• Open the add-on by clicking on its icon and choose Add new issue.
• After that, choose the Marketing project in Jira.
• Choose issue type and assignee.
• Add the Summary and Description. For example:

• Click Create issue. The issue will appear in Jira immediately.

Approvals for Budgets

Example: The Marketing Manager gets an email invitation to join an industry exhibition. The email provides essential information about the event, including prices and deadline dates. The manager must obtain approval from both the Head of Marketing and the Head of Finance Team before confirming attendance.

Multiple departmental teams must review and approve these types of emails. When request approval emails end up in email inboxes or get hidden by the daily workload, they face the risk of missing their deadline.

To convert such an email into the Jira tasks and assign them to the right colleagues for approval confirmation, it is needed to do the following:

• Open Email&Tasks for Jira Cloud and Gmail Integration add-on by clicking on its icon and choose Add new issue.
• After that, choose the required project in Jira. For example, if you need an approval from Head of Finance, you would probably have to choose the Finance project.
• Choose issue type and assignee.
• Add the Summary and Description. For example:

The same task you can create for Head of Marketing to get approval from his side.

Summing Up

Using email to handle work requests together with approvals and project updates creates disorganization and inefficiency in the process. The placement of important tasks within email inboxes causes work delays and breaks communication flow. Your teams can transform Gmail emails into Jira issues with the usage of Email Tasks for Jira Cloud and Gmail Integration add-on without needing to copy-paste or switch between programs.

A combination of seamless integration between Jira and Gmail systems enables teams to save time and maintain organization, as well as enhance collaboration while making important email content into trackable Jira tasks.