Configuring Email Notifications

JIRA can send email notifications to users when significant events occur (e.g. creation of an issue; completion of an issue).

Email notifications

Enabling email notifications

Configure JIRA's SMTP mail server to send notifications 

Configure a notification scheme and associate it with the appropriate projects.

It is possible to customize your email content. The email address from which notifications are sent can also be configured for each project.

Disabling email notifications

To disable email notifications for a project, you can remove the notification scheme from the project by editing the project and selecting 'None' as the project's notification scheme.

Alternatively, you can edit the notification scheme so that no emails are sent.

Configuring a project's email address

It is possible to configure a project's email address, which is the email address that notifications are sent from – i.e. the 'sender address'. This will also serve as the reply address for responses, which can work in conjunction with Creating Issues and Comments from Email.

By setting the Sender Address for a project, all notifications will be sent from this address. This setting is specific to the project selected and will not affect the configuration of the other projects. The From address specified in the SMTP Mail Server configuration is used as the default Sender Address for all projects.

The 'Sender Address' for a project can be configured as follows:

  1. Log in as a user with the JIRA Administrators global permission.
  2. Choose > Projects, and click the name of a project. The 'Project Summary' page (see Defining a Project) for your selected project is shown.
    (tick) Keyboard shortcut: g + g + start typing the name of your project
  3. At the lower-right section of the 'Project Summary' page, locate the Notifications section and click the 'pen' icon to the right of the Email address.
  4. In the resulting Project Email Address dialog box, enter a valid email address in the Sender Address field and click Update to complete the process. This email address will now be used as the 'sender' address in all email notifications sent by this project.

    Note: You can reinstate the default email address (as specified in the SMTP Mail Server configuration) by re-editing the Sender Address field (in the Project Email Address dialog box) but leaving it blank.
(info) You cannot specify a project's email address until an SMTP Mail Server has been previously configured. See Configuring JIRA's SMTP Mail Server to Send Notifications for more information.

Email recipients

For each event notification, JIRA will only send the first encountered email intended for a recipient. Hence, in the case where a user is included in two or more recipient lists (e.g. the Project Lead and current reporter) for one event notification, the user will only receive the first encountered email notification. JIRA will log the fact that this user was on multiple recipient lists.

JIRA's default setting is to not notify users of their own changes. This can be changed on a per user basis via their Profile Preferences.

Email HTML formatting

Each JIRA user can specify in their own profile preferences whether to send outgoing emails in either text or HTML format. JIRA Administrators can specify a default email format by choosing the cog icon  at top right of the screen, then System -> User Default Settings.

The HTML email format can accommodate internationalized words in the 'Issue Details' section. However, due to Internet Security Settings, which prevent images from being automatically downloaded, the HTML email messages may not be correctly formatted. For example, the summary column on the left may appear too wide. It is possible to correct the formatting by accepting to download these images. On some email clients, it is possible to do this in two different ways:

  1. Per email message:
    • Mozilla Thunderbird — by clicking on the 'Show Remote Content' button above the email.
    • Microsoft Outlook 2003 — by clicking on the 'Click here to download pictures. To help protect your privacy, Outlook prevented automatic download of some pictures in this message.' message above the email.
    • Microsoft Outlook 2000 — does not have this option, it always downloads images.
    • Microsoft Outlook Express 6 — by clicking on the 'Some pictures have been blocked to help prevent the sender from identifying your computer. Click here to download pictures.' message above the email.
  2. Configuring the email client:
    • Mozilla Thunderbird 1.5 — Navigate to Tools > Options > Privacy > General tab and ensure that "Allow remote images if the sender is in my:" option is checked and note which address book is selected. Then return to the e-mail sent from JIRA, right-click on the sender's e-mail address and choose "Add to address book..." option, adding this contact to the same address book as was selected in the Privacy options
    • Microsoft Outlook 2003 and Outlook Express 6 — Navigate to Control Panel > Internet Options. On the Security tab, add JIRA's base URL to the trusted sites

Troubleshooting email notifications

Using the JIRA admin helper

The JIRA admin helper can help you diagnose why a user isn't receiving email notifications when they should be, or why a user is receiving email notifications when they shouldn't be. This tool is only available to JIRA administrators.

To diagnose why a user is or is not receiving notifications for an issue:

  1. View the issue in JIRA.
  2. Click Admin > Notification Helper.
  3. Enter the username of the user.
  4. Click Submit.

Tip: You can also access the Notifications Helper via the cog menu for each issue in the issue navigator, or by selecting the cog icon  at top right of the screen, then Add-ons. Select Admin Helper > Notification Helper to open the following page.
(tick) Keyboard shortcut: g + g + start typing 'Notification Helper


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47 Archived comments

  1. User avatar

    Mohit

    Hi Support,

    I want to generate an email if status of projcet changes. example - Open to Dev Resolved or Dev Resolved to QA Ready.

    In current notification scheme, I don't see that emails can be generated for status changes in Jira issue.

     

    12 Mar 2012
    1. User avatar

      Anonymous

      Every status change on an issue is a step in workflow.

      You may add a "Generic Event" to post function of the step in the workflow . 

      09 May 2012
      1. User avatar

        Mohit

        Thanks. I figured it out and implemented it.

        09 May 2012
  2. User avatar

    Anonymous

    We receive emails on "Issue Update" as it is in the default notification scheme .

    When duedate filed is updated JIRA takes this as a Issue update and sends the notification.

    I want Jira NOT TO send emails only on if the "due date" field is updated. 

    Is this possible ? 

    09 May 2012
    1. User avatar

      Marcel Kleinlütke

      Has there been any kind of a solution?

      08 Feb 2013
    1. User avatar

      Anonymous

      Same question.  Is this something that can be configured in Jira 5.2?  Thank you.  

      05 Mar 2013
  3. User avatar

    Anonymous

    Hi,

    I am having an issue in which when I report a bug I am not getting any notification emails about it.

    The system is well configured because other people in the organization are getting the emails. I also verified that the notification configuration is set to send the emails to the reporter and I am also part of the group which is supposed to get it but still I am not getting any.

    Any ideas?

    Meir

    07 Jun 2012
    1. User avatar

      Anonymous

      We are experiencing the same issue.   Have you made any progress resolving it?   

       

      Some users receive updates, others don't.  SMTP test emails from JIRA are successful to the affected users.

       

       

      02 Jul 2012
      1. User avatar

        Anonymous

        I'm experiencing a similar issue and have filed a support ticket w/Atlassian.

        From what I can glean, JIRA logs into the Exchange server as itself, but sends the email out as another user... i.e. user1 modifies an issue, JIRA will log into Exchange as jira_user, but send the email as user1.

        My Exchange server does not allow relaying in this manner... could this be what others are experiencing?

        02 Jul 2012
  4. User avatar

    Anonymous

    Hi,

        I was just wondering if its possible to modify the recipient of each JIRA task. Let say aside from the people involve in a specific JIRA task i also want to send email notification to other people

     

    28 Jun 2012
    1. User avatar

      Ferenc Kiss [Midori]

      I don't think it is possible with core JIRA features, but here is a work around that does exactly what you asked for:

      1. Create an automation rule with the JIRA Automation Plugin
        1. Trigger: those issue events your recipient is interested in (issue created, updated, commented, etc.)
        2. Action: use the Send PDF action and specify your recipient(s) email address(es) in the To field

      The nicety in this is that as you will be sending out PDF exports of the issues to which the notification is related to, you can freely hide details from the external recipient or format the PDF that fits your use case the best.

      Here is a full tutorial for PDF document automation with JIRA

       

      17 Dec 2014
  5. User avatar

    Anonymous

    Hi,

    I am having issues setting up notifications also.

    System:

    • Fresh Atlassian JIRA (v5.0.7#734)
    • Ubuntu Server 12.04
    •  imported backup from older JIRA
    • Google Apps as SMTP
    • symlink-ed /var/atlassian to another drive due to issues with the older version - automatic backup was filling up my drive

    Noticed no notification emails are sent:

    • deleted/created notification scheme
    • deleted/created SMTP settings
    • deleted/created/edited users
    • set logs to DEBUG (only see test email)
    • checked setenv.sh: notifications NOT disabled
    • restarted JIRA every time I deleted/created notification schemes/SMTP settings
    • checked project permissions: added per user permissions
    • checked notification scheme: added per user notifications
    • sent multiple TEXT/HTML test emails

    and a few more, cannot remember right now.

    Am I missing something?

    Thanks,

    gavu

     

    13 Jul 2012
  6. User avatar

    Eric George

    JIRA 5.1.1

    I wrote a custom NotificationType object in order to get some non-JIRA emails included in a particular notification step.  I have installed the type correctly, and it appears in the notification scheme editor.  I am even seeing my own code get executed in the log.  However, none of the NotificationRecipients that I am returning back from the call to getRecipients are getting mail.

    Is there something I am missing?  Do the NotificationRecipient objects returned by a custom NotificationType object have to be for a valid JIRA user?  My purpose here is to send non-users mail as well.

    08 Aug 2012
  7. User avatar

    Anonymous

    I currently work in a global company that utilises JIRA to support tickets being raised on multiple Products. Different global locations support different products. Is it possible to set up e-mail notifications based on fields in the ticket? For example in one JIRA project if a new issue was raised by

    Customer A creates a ticket on Product B a notification e-mail would be automatically be sent to Support mailbox 1

    but if

    Customer A creates a ticket on Product C a notification e-mail would be automatically be sent to Support mailbox 2

     

    17 Sep 2012
    1. User avatar

      Anonymous

      I  have the same question/problem. I would like to know if JIRA can send email to different recipient, depending on the selection made during issue creation.

      For example: if product A is chosen in issue creation I would like JIRA to send email notification to engineer X

                          if product B is chosen, I would like JIRA to send email notification to engineer Y.

      I have about 200 different products and about 20 different engineers, so I could envision JIRA looks at a look up table for finding the engineer based on the product selection.

      20 Nov 2012
      1. User avatar

        Anonymous

        did you find a solution?

        10 Jun 2013
    1. User avatar

      Anonymous

      did you find a solution

      10 Jun 2013
    1. User avatar

      Ferenc Kiss [Midori]

      You can do this both with the PDF Automation Plugin and with Excel Automation Plugin, whichever is your preferred format. (I'd probably do PDF if this is about single issues, or Excel if there are larger amount of issues to be notified about.)

      So, basically you have two set up two separate JQL filters: one that returns the Product B-related issues, and the other that returns the Product C-related issues. Then you have to set up two automation rules as:

      1. both triggered by the "issue created" event
      2. select the corresponding the saved filter created in the previous step for the rule
      3. select the corresponding target email address for the rule: Support mailbox 1 or Support mailbox 2

      Follow this PDF automation tutorial (or this Excel automation tutorial) and it should be totally straightforward.

      13 Jan 2015
  8. User avatar

    Summer

    I'm having the same issue mentioned here: https://answers.atlassian.com/questions/87304/custom-notifications-stoped-working-after-jira-5-1-upgrade , only custom notifications stopped working after upgrade. I upgraded a month or 2 ago & I didn't use this specific notification until today so I just realized it's missing.

    It was working fine & tested before the upgrade, also it was the generic template & there's nothing in the logs.

    Can someone from Atlassian Support please respond since no one else have a clue why this happened?

    20 Nov 2012
  9. User avatar

    LaTonja Robinson

    Is there a way to edit the email notification title?   Each engineer and support person receives numerous alerts from JIRA (along with lots of other email) and it is easy to overlook an important event.  Is there anyway to modify the email title can so that it can start with ASSIGNMENT, for instance, then the ticket number and title?  I've seen this with another ticketing system and it is very helpful when deciding which messages need immediate attention.  Thanks.

    13 Dec 2012
    1. User avatar

      Taber Loveless

      I second this.

      Also, Jiras requirement of a separate template for each type of notification is soooo overdone. How about an option for a single, dynamic, template instead of hard-coding strings for 'commented', 'updated', etc etc... very poor design

      07 Mar 2013
  10. User avatar

    Anonymous

    Hi there, I would suggest some improvement. Would it be possible to set color (or highlight) for text which has changed in e-mail notification? The purpose is to see immediately what has changed, to catch my eyes. Now I have to search e-mail notification for what's changed and it takes some small amount of time. Doing it every day, the amount of time becomes pretty huge.

    14 Jan 2013
  11. User avatar

    Anonymous

    Along the same lines...  can JiRA be setup such that for each change an update IS NOT sent out.  But instead, a summary email is sent to all on the recipient list for the particular task at the end of each day.  That is, provided a change was actually made to a particular task or "tile" as I call them?   Example below:

    [FEA Jira9] (IMRPSCCTOWER-360) QA/Test

    To: "all recipients for this task"


    Instead of this.................

    [ https:// blahblah blah ]

    (Reporter)  (did X)  on ( JiRA system ):

    ------------------------------------

    How about a summary email................

    01/31 @ 9:07 (Reporter) - blah blah blah 

    (web link)

    01/31 @ 11:33 (Reporter) - yadda yadda yadda

    (web link)

    01/31 @ 3:05 (Reporter) - humbada humbada humbada

    (web link)

    01/31 @ 4:55 (Reporter) - blah yadda humbada ying-yang

    (web link)

    > Task / Tile heading

    > ---------

    >

    >        Key:

    >         URL:

    >         Project:

    >         Issue Type:

    >         Reporter:

    >         Assignee:

    >         Fix For:

     

    Thanks for reading and potentially responding with an answer.

    31 Jan 2013
    1. User avatar

      Ferenc Kiss [Midori]

      You can set up this digest mail type notifications with the PDF Automation Plugin or by using the PDF API (in fact, the former relies on this, too):

      1. Create a JIRA saved filter that returns the issues that have been modified during the current day
      2. Develop a PDF template and the corresponding Groovy script that goes through the list of the issues, extracts the "interesting" changes from their history and compile a nice PDF document from it
      3. Develop the remote script that collects the recipients from the issues (I guess you want to store it in a multi-user picker type custom field)
      4. Execute this as a CRON job

       

      11 Feb 2015
  12. User avatar

    Anonymous

    Hi, we have a problem with emails. There are blocked in the mail queue. We need to flush mail queue manually. Have you ever had this problem ?

    10 Apr 2013
  13. User avatar

    Anonymous

    Is there any way to stop getting emails if I no longer have a valid login? I've started receiving notifications for an account I no longer  I'd rather not go to the trouble of having to validate my account, only to disable the notifications.

    20 May 2013
  14. User avatar

    Anonymous

     

    Hi,

    Can I disable notification mails per user?

    In administration/users the user must have an email address filled in. I would like to block/disable notification or a particular person.

    Thanks

    Nathalie

     

    22 May 2013
    1. User avatar

      Marcel Kleinlütke

      I do not know if I got your point the right way. But I would try to solve it with different groups for people who should be able to edit issues and people who should get notified. If both groups would have the same member there is no need to create two groups.... Do I get you right?

      22 May 2013
  15. User avatar

    Anonymous

    Is there any way to have the outgoing email not preface the "From:" line with "username (jira)"? this is causing real problems with people thinking it's a legit email address and replying the the bugs.

    Currently have: From: "A User (JIRA)" <jira-notify@mybugs.com>

    Want: From: jira-notify@mybugs.com

    28 Jun 2013
  16. User avatar

    Pirax

    Is there any way - build in or by plugin - to send notification when user is added to project or to new project role? We have multiple teams with interdisciplinary team members and need to add them to new project on a daily basis but we want to notify them automatically about it.

    Is there any way to send notification to "project role" events? Any other solution?

    27 Sep 2013
  17. User avatar

    Anonymous

    Hi, support!

    I want to send a notification to a group user by the Project Name and Issue Type. For example, The Project Name is a business and the Issue Type is the Department, so I want to send a notification to that Department (Issue Type) in that business (Project Name).

    Thank you!

    21 Oct 2013
    1. User avatar

      Anonymous

      I'm sorry. Is different, the Department is the Project Name and the business is the Issue Type. 

      Thank you! (smile)

      21 Oct 2013
  18. User avatar

    Eduard Khristus

    Hi!

    Can i add a custom email notification text that created new user? Couldn't find it in the settings(

     

    Thank you!

    22 Oct 2013
  19. User avatar

    Shamita Khare

    Hi,

    I am having a question. When i add an email address with an apostrophe (K.D'Silva@company.com) under Notifications Add-on to send out periodical notifications, i get an error 'A specified email address is invalid.' The person with this email address has got no issues sending/ receiving emails via outlook and no issues getting other notifications from JIRA either.

    Is there something wrong with the add-on or am i missing something.

    I have checked JIRA logs and could not find anything there either.

     

    Regards,

    Shamita

    09 Dec 2013
  20. User avatar

    saththiyan

    Hi, 

    I need to disable email notification from a specific user, The user is not attached with us but the Tickets are still open so we need to just disable that uses email notifications so we will not receive mails from that use account? 

     

    How do i disable the email notifications from a user

     

    Thanks 

    saththiyan

    10 Dec 2013
  21. User avatar

    Anonymous

    Is it possible to include the user name in the email address?  Gmail is a bit confused because all notifications have the same from address even though they have different names.  If first User ABC opens an issue, a notification from "User ABC" <jira@example.org> will be sent.  Then if User XYZ updates the issue, a notification from "User XYZ" <jira@example.org> will then be sent.  But because they have the same jira@example.org email address, it sometimes incorrectly appears as if it User ABC made the second change.

    11 Jan 2014
    1. User avatar

      Anonymous

      same issues we're having, in gmail. it always looks like the reporter updated the ticket.

      24 Jan 2014
  22. User avatar

    Tom Wink

    Hi - On occasion I need to send a mass mailing to all JIRA users via the administrator function.  I've come to find out that even the deactivated users are receiving the email.  Since the implied intention is to notify all "active" users of something, Is there a way (other than deleting each deactivated user's email address) to have the mass mailing sent to just the active users?

    22 Jan 2014
  23. User avatar

    Flavia Giglio

    Just a question, are we able to set up notifications such as "reminder, your task due date is in 3 days"?

    18 Feb 2014
    1. User avatar

      Christine Burwinkle

      Hi Flavia, there is a topic on Answers that might be of help to you. Cheers, Christine

      20 Feb 2014
  24. User avatar

    Claus Nielsen

    Please correct this document to:

    Email HTML formatting

    Each JIRA user can specify in their own profile preferences whether to send outgoing emails in either text or HTML format. JIRA Administrators can specify a default email format by choosing the cog icon  at top right of the screen, then System -> User Default Settings.

     

    10 Nov 2014
    1. User avatar

      Warren Thompson

      Thanks Claus Nielsen, I've corrected that now. 

      Warren

      11 Nov 2014
  25. User avatar

    Melissa Thornton

    I want to configure the notification process to use the JIRA users real email address in the notification instead of the generic one that is 'username@generic used for everyone address.com'.  I know where to do it but do not know what I would type there to do it. 

    19 Nov 2014
  26. User avatar

    Tushar Shah

    Having an issue where all fields (Issue Type, Summary, Due Date) ...doesn't populate on the email notification.  anyway to populate these fields on the email notification?

    07 Jan 2015
  27. User avatar

    Baclea Mihaela

    Hello,

    I am testing right now to add to the permission scheme that the project role: Customer to receive some notifications. It seems I don't receive the email even if the Notification Helper says I should. 

    Is there any other setting that I must set?

    Tks,

    Mihaela 

    04 Jun 2015
  28. User avatar

    Sabine Van Regenmortel

    Configuring a project's email address

    It is possible to configure a project's email address. But it doesn't always work as expected. I tested it and it is important to know that:

    • When a valid mail address <a> is set in the Outgoing SMTP Mail Configuration, you can:
      • Leave the valid mail address <a>  in the project mail address: in this case: the sender name is <a>
      • Put a different valid mail address <b> in the project mail address: in this case: the sender name is <b>
      • Put an invalid mail address <c>  in the project mail address: in this case: the sender name is <a>
    • When an invalid mail address <d> is set in the Outgoing SMTP Mail Configuration, you can:
    • Leave the default invalid mail address <d> in the project mail address: in this case: the sender name is Username (prefix) with mail address <d>
    • Put a different invalid mail address <e> in the project mail address: in this case: the sender name is Username (prefix)  still with mail address <d>
    • Put the valid mail address <a>  in the project mail address: in this case: the sender name is <a>
    13 Jul 2015
  29. User avatar

    Miroslav Hornik

    Hello support - I really miss indication of the change type in the e-mail notification. I know I can do some magic with the templates on the file level but come on I consider this as an essential part of this feature. I vaguely remember that in previous version the change was indicated at least in the X-JIRA custom e-mail header - or was it some plugin? Can someone please tell me how to configure if that is the case? Thanks and regards.

    23 Jul 2015
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