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Table of Contents
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  • An active Jira Cloud instance that you have administration rights for
  • For inbound email processing:
    • A valid Jira project
    • An external mail source, for example a POP or IMAP server visible by JEMHC - Setup JEMHC Inbound mail
  • For outbound email notification:
    • An SMTP mail server - note that using the standard Atlassian mail server associated with your Jira Cloud instance is not supported

(info) Whilst this guide covers standard inbound (POP) and outbound (SMTP), times change, these are no longer supported, by Gmail and O365.  See Integrate to Gmail using OAuth and Integrate to Office365/EWS using OAuth as applicable.

What this guide will cover

This setup will take you ~35mins

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Roles, Permissions, etc

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Installing the app

First we will show how to install JEMHC on your Jira Cloud instance. Open the Apps drop-down menu from the top Jira navigation bar. Click Find new apps.

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Next, we will set up our inbound mail server connection. Selecting Create new message source will allow you to specify your mail server connection details. Alternatively, if you are connecting to a Google or Microsoft email account via OAuth, you can use the respective sign in buttons. See Integrate with Gmail using OAuth and Integrate to Office365/EWS using OAuth for more information.

For the purposes of this guide, we will select Create new message source and connect to an example POP3 mail server. JEMHC provides some standard presets. You can choose Custom to pick your own specific hosts and ports, but its on you to ensure it is correct!

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Expand
titleCreate Message Source configuration assistance


SettingDescription
NameName of the message source
TypeMessage source type
PresetPresets which can be used to simplify the remaining configuration i.e. Host/Post
HostMessage Server's hostname or IP Address
PortMessage Server's port
TimeoutConnection to be timed out based on the configured time (seconds). Leaving this configuration blank would result the timeout to be 30 second
UsernameUsername to access the account
PasswordPassword to access the account
SSLDoes the connection use SSL?
SSL Certificate Validation

SSL Certification Validation

Check Server Identity

RFC 2595 specifies additional checks that must be performed on the server's certificate to ensure that the server you connected to is the server you intended to connect to. This reduces the risk of 'man in the middle' attacks.

Read Strategy

Read Unread and Mark As Read - Only the unread emails in the mailbox are to be processed and once read, they will be flagged as read (Default). 

Read All and Delete - All the emails in the mailbox will be read and deleted after they are successfully processed.

NOTE:

  • You should be fully aware of the changes you make when switching between strategies as it can potentially impact your allowance.

For example: UserA has been using Read Unread and Mark As Read read strategy for past 5+ months and currently has over 2000 emails residing in the inbox. However, the user has now decided to switch the read strategy over to Read All and Delete and the consequence of this turned out that all the mails residing in the inbox folder were processed by JEMHC which resulted to exceeding the allowance. 

  • Potential impact - POP Mail Server configuration may override the instructions given by JEMHC.

For example: read strategy (in JEMHC) has been set to Read Unread and Mark As Read and the Mail Server (POP) has been configured to Delete Gmail's copy once it has been processed. The end result of this would be the processed mail will be deleted from the inbox as per configuration.


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Info

JEMHC is designed for maximum interoperability using the same mail protocols that Jira supports, namely POP/s and IMAP/s (as well as FTP). Native communication with Exchange using MAPI is not currently possible - Exchange does support POP/s and IMAP/s, so those services need to be enabled and surfaced through firewalls for JEMHC to access (see https://technet.microsoft.com/en-us/library/jj657728(v=exchg.150).aspx )

Gmail: POP/IMAP setup - https://support.google.com/mail/troubleshooter/1668960?hl=en

Gmail: Use email clients with IMAP or POP - https://support.google.com/mail/topic/3398031?hl=en&ref_topic=3396281

(info) Setting up IMAP folders in Gmail is pretty easy. The default Inbox works as expected, Gmail special folders can be accessed as follows:

No Format
[Gmail]/Starred
[Gmail]/Important

If you have setup rules that auto label incoming messages, those messages are accessed via their path:

No Format
TopLevel
TopLevel/SubLevel
TopLevel/SubLevel/Deeper


Exchange POP/IMAP setup - https://technet.microsoft.com/en-us/library/jj657728(v=exchg.150).aspx

Setup outbound mail sending

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