Need to find ability to create issues via Outlook mail

[Aisha M]

I want my users to be able to create "TASKS" via mail . . The users should be able to send an email which should trigger the creation of a task/issue in a particular project/board.

Is that possible ? If yes, can someone help.

Thank you

[Utkarsh Agarwal · Accepted solution]

Hi @Aisha M ,

Yes, it is possible.

Admins can configure Jira to receive and process emails. Jira can receive emails from licensed users to create issues or add comments and attachments to existing issues automatically.

Please refer: Creating issues and comments from email 

Kind Regards
Utkarsh

[Aisha M]

Thank you for the link. Does this work the same way for JIRA server as well ?

[Rilwan Ahmed]

yes

[Aisha M]

@Utkarsh Agarwal  Hi, My users are already using Outlook. In that case, should I use that incoming mail servers IP to configure the mails coming into JIRA. Or should we have to a separate incoming mail server for JIRA ? Also, do we need to configure a separate email addresses for every project for creating issues from mail ?

Thank you

[Utkarsh Agarwal]

Hi @Aisha M ,

Creating issues and comments from email has answers to all your queries.

Step two: Configure a mail server/service

POP or IMAP email messages

To set up issue and comment creation from email, you will need to create a mail account for a POP or IMAP mail server that Jira can access – typically, one mail account for each Jira project.

Also, if you are looking for any extended functionalities like email formats, manual emails, extended logs, better mail handlers, you can explore Email This Issue.

FYI: I do not work for META-INF KFT :-)

Kind Regards
Utkarsh

[Aisha M]

I had assumed if a user send an email to a email id, the issue gets created & picks the project from the subject line or something. Did not realize, u need separated id's for every project . .  

[Utkarsh Agarwal]

The mail handler does reads through the subject line, but only to identify the Issue key, to update comments onto existing issues.

Reading a subject line is not a full fledged solution as all new emails are stored in inbox and gets removed once processed by Jira, also, you cannot educate users if on enterprise scale to modify the subject line or emails as per the configurations.

You would need a much more advanced functionality and configuration setup, which Email this issue's Next Generation Mail Handlers are able to provide.

Kind Regards
Utkarsh

[Aisha M]

@Utkarsh Agarwal  I tried recreating this with my personal JIRA server. So I created an email account for my JIRA on gmail & selected the Service provider as POP3 . . Then provided this account username & pwd to connect . .  

but get an error saying "AuthenticationFailedException" . .  

Any idea what I'm doing wrong ?

[Utkarsh Agarwal]

Are you using 2 step verification on Gmail?

https://support.google.com/accounts/answer/185833?hl=en 

Try enabling / allowing less secure apps.

https://support.google.com/accounts/answer/6010255?hl=en 

[Aisha M]

@Utkarsh Agarwal  Yes, I figured it out after I posted the comment :D You are right, the less secure apps was disabled, so it didn't connect 

[Aisha M]

@Utkarsh Agarwal  I was able to configure it !!! *Yayyy* 

But you don't have to configure a mail server/service for every project . .  Instead you must create a separate mail handler for each project :) It take the subject as the issue title  . . 

[Utkarsh Agarwal]

Happy that your issue is resolved! Cheers!

You can accept this answer so that it can prove beneficial for others.

[Aisha M]

Hi  @Utkarsh Agarwal I still have a question, how to allow less secure apps in Outlook . . My org uses outlook . . :o