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Jira sends excessive emails

When Jira sends an email to a mailing group, it sends a separate email to each participant in the issue participants. this creates an excessive use of our support mailbox, and finally getting it blocked by our mail provider.

How do I force Jira to send only 1 SINGLE email to all the issue  participants in a single email?

1 answer

0 votes
Ismael Jimoh Community Leader Jan 24, 2021

Hi @Michal Reiss 

Unfortunately the above is by design. If you are using a mailing list, I will suggest disabling notification to participants. If not, stop using the mailing list and cc all the needed users in the mailing list so the application adds them as request participants.

This is something that you will need to manually manage as the application would trigger emails based on the given set of configuration.

Cheers.

Ismael Jimoh Community Leader Jan 24, 2021

You can achieve my point if say the mailing list is the reporter by doing the following:

  1. Go to your project > project settings page,
  2. Select Customer notification page in the left hand menu
  3. Click edit in the corresponding notification 
  4. Switch  the To field option from Customers Involved to Reporter.
  5. Save your changes.

With the above, request participants and organization members would not be notified anymore in the whole project. Please note again In The Whole Project. 

If you do not wish for this behavior then you would need to drop the usage of a mailing list else the application would always send a notification to all participants.

Lastly, you can raise a feature request at jira.atlassian.com for the above functionality after searching if one doesn’t exist already. If one does, share your idea and vote in the yicket.

Cheers!

 

Thank you very much  @Ismael Jimoh  for your detailed response.

I do want all request participants to receive the notification, the question is if there are 5 participants, why does Jira sends 5 different emails instead of 1 email with all participants on it, and if there's any workaround you know/recommend to overcome this. (plugin or Jira vs. JSM notifications, etc.)

Daniel Ebers Community Leader Jan 25, 2021

In the scenario the mail would need to carry one recipient in "To:" but all others in BCC to not leak information the recipients should not see of the others - even then the recipient in "To:" would be named.

Like the situation is currently every recipient does receive a single, dedicated mail, keeping private information safe.

From your description I seem to have understood your support mail box is overflowed because of participants (let's say 5) - do they carry all the same mailadress for support?
I only know use cases where the 5 recipients would be john.doe@, alice.doe@, caesar.brown@ ... and so on.
I see why you are asking for some kind of deduplication but I don't get the things together why you say there will be excessive use of your support mailbox (or is every user forwarding to a single support mailbox?).

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