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Send customized email notifications to recipients directly from the Jira issue view. Recipients can be specified from custom fields, issue participants or statically manually defined instead. Email contents can be pre-built using templates to allow quick use.
Granting users access to Ad hoc notifications
Enable feature
Feature enablement is done via JEMHC > Notifications > Ad Hoc Notifications ->Configuration. By default the feature is disabled. Once you enable itBy default, the feature is disabled. To enable its use, navigate to JEMHC → Notifications → Ad Hoc Notifications → Configuration. Once enabled, you need to grant grant the Send JEMHC ad hoc Emails permissions in permission schemes so the right people can perform the action.
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via the project’s permission scheme for users who should have access.
Grant users permission to use feature
To give access to your users, go to Jira Administration → Issue → Permission Schemes and click in edit the Permissions on your project's schemascheme.
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Once in permissions, click on the Grant permission button. Select Select the Send JEMHC ad hoc Emails permission permission and the roles, group, etc of the people /groups/users etc. that you want to give access to the feature.
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Accessing the
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Ad hoc
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Notification window
As an authorized user for ad hoc notifications, a new Send Email action will appear in the issue view:
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| Tip |
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Don't seeenvelope button intheissueaction?It's possible that the logged user doesn't have the right permission. Use the Jira’s permission helper tools tool to test ensure that the permission against the user in the project. |
Due to the nature of Cloud add-ons, the ad hoc pop-up will appear in a window that is most of the current visible window. Resizing the browser window after launch doesn't change the pop-up window. Bigger is better!
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Notification window sections
has the Send JEMHC ad hoc Emails permission. |
Creating an Ad Hoc notification
Each of the sections of the pop-up will be described, later we'll show how these settings can be saved as defaults for the project, making subsequent use much more straight forward.
Content
Here, users can pick the notification format for the messageenter their unique message contents. They can also select the message format, and the related 'theme' defined in JEMHC that bundles up the that combines CSS styling , and support macros used by the themes Templates. JEMHC Template Sets include Subject, HTML and Text variants. Selecting a pre-existing Template can only be done through selecting the Theme that they are defined within them. Only System Admins can create/modify Themes and related templates.
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templates. For more information on customizing pre-made templates, see create custom Theme and Template Sets
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Currently we haven't defined a styled HTML ad hoc notification, this could be done with a modified issue event template taken from the Support Theme, the main difference is that the header is different
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.
Modified template
| Code Block |
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<!DOCTYPE html PUBLIC "-//W3C//DTD XHTML 1.0 Strict//EN" "http://www.w3.org/TR/xhtml1/DTD/xhtml1-strict.dtd">
<html xmlns="http://www.w3.org/1999/xhtml">
<head>
<meta http-equiv="Content-Type" content="text/html; charset=utf-8" />
<meta name="viewport" content="width=device-width, initial-scale=1.0, maximum-scale=1.0" />
<title>Message Title</title>
</head>
<body class="Jira" >
#jemhBodyDelimiter()
<table id="background-table" cellpadding="0" cellspacing="0" width="100%">
<!-- header here -->
#jemhIncludeSupportAdHocActionHeader()
<tr>
<td id="email-content-container">
<table id="email-content-table" cellspacing="0" cellpadding="0" border="0" width="100%" >
#jemhIncludeIssueHeader()
#jemhIncludeBody()
#jemhIncludeAddComment()
#jemhIncludeFooter()
</table>
</td>
</tr>
</table>
</body>
</html>
#inhibitSendingConditions() |
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When previewing the message prior to sending its before sending it's also possible to use a JEMHC Translation configuration (that could apply to a remote sender, by their domain - as defined in the Translation configuration).
The expandable Context is section shows the representation of the issue involved, the section is expandableevent data involved:
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Accessing this data is relatively straight forward, e. g.For example, the following will 'extract' the current issue key:
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$context.issue.key.asText() |
There are Here is some further reading guides:
Manipulate Webhook data in a Template (this is specific to webhooks that are specific to event-driven notifications, but may be a further useful reference to accessing values)
The Subject and Content Editors allow respective parts to be modified, there are some icons in each editor:
Preview
Previewing the message
The preview icon switches between a rendered version of the content and the edit-time mark-up (and back), enabling expected outcome to be validated, here that that issue key shows:.
Subject
Edit Time | Preview |
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Content
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The help icon opens up Manipulate Webhook data in a Template:
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In normal state
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On Maximize
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To, CC and BCCTo, CC and BCC
| Note |
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Email address privacy |
The addressee tabs allow entry of addressee recipients to be defied as To/CC and BCC. The recipients Recipients can be defined in several ways:
statically via a valid SMTP address, for example
user@domain.comfrom a TEXT custom field populated by JEMHC storing CSV addresses of the same format as above
Jira users somehow involved in the issue may be included (e.g. Watchers) as well as nominated users. User Picker Custom fields on the issue can also be used.
ONE email is sent with JEMHC ad hoc notifications, ALL recipient email addresses are visible. If email addresses are sensitive, they should be set in BCC only.
From
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manually entered email addresses in CSV format, e.g.
adam@example.com,sara@example.comselected “text” custom fields containing email addresses in CSV format
selected individual users/groups
selected issue participant users, e.g. Watchers, Reporter, Assignee
selected user and group custom fields present on the issue
From
Optionally the sender address (From) can be manipulated and customized, allowing per-project email addresses and 'sender' personal part, for example "Personal Part" <ofthe@email.com>.
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Attachments
Attachments
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If the issue contains attachments, the user will be shown an Attachment Tab where the available attachments may be selected for inclusion in the ad hoc notification:
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Issue attachments
Uploaded files
Issue Update
To track what ad hoc notifications , its have been sent, it's possible to add the sent message content as a comment on the issue, with restricted visibility. Setting the Setting restricted visibility will ensure ensures that JEMHC doesn't broadcast the comment Ad Hoc message to all email users who may be defined on the issueissue participants:
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Comments that are successfully created are then shown, for example:
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In this tab, the following settings are available:
KISS Mode
The Ad-Hoc pop-up has two modes; Simple and Full. Simple mode removes some of the more advanced tabs and settings in order to streamline the experience for end-users. Full mode displays all available settings, which can be useful for power users who want more control.
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Example view of Simple mode | Example view of Full mode |
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Message Outbound
Pick the 'right' Select a configured outbound mail server configuration (could be many, each with their own 'email' addresses)to be used for the sending of the Ad Hoc notification.
Remember Me
On submission, this setting will cause the supplied values to be remembered as defaults. Options Allows saving of the Ad Hoc configuration on submission. Options are Global, Project or None. If
If the current user is a system
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administrator, they can save as Global for all ad hoc notifications.
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If the current user is a project
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administrator, they can save
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as the default for this
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Project.
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It's possible to reload a previously defined Project or Global configuration which will update the current dialogwindow session.
Use Next
When the user saves the settings with 'Remember Me' this value drives the choice of what should be the default source of configuration settings in future for this project, it will be either Global or ProjectDetermines what configuration should be used for future sessions (Project or Global).
Create Preview Context
A Preview Context contains the current 'ad hoc' notification context (data) which can then be used when editing Ad Hoc Template Sets, enabling them to be previewed in 'this' issues contextwith real issue data.
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Result
The Result shows the outcome of the messages delivery:
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Sending the Message
When Send Message is selectedclicked:
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A confirmation window will appear, hit OK to proceed:
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Its quite possible for several things to go wrong during mailing a notification, the outcome will all be shown in the report,
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Troubleshooting
Adding a visibility restricted comment
Where the user has selected an Issue Update comment visibility level that the JEMHCloud add-on user (under which all issue updates occurs) is not part of, which means it cannot be done (in such cases, the comment would not wouldn't be added to the issue!).
Member of a Role
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For In this case, add the JEMHCloud Add-On user to the project role Developers.
When sent, the results are shown:
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“Developers”.
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