Establishing JIRA Ticket Creation via eMail
- David Zoretic (Unlicensed)
1. Ensure an email account is established in GMail
This email account will be receiving a copy of all email created from the form
2. Log into the applicable ITAM system.
3. Select the form you will be applying the eMail notification → Jira ticket creation.
4. Select the NOTIFICATION icon:
5. Enter the following email into the “Your Email Address” field - jira@continuumgrc.atlassian.net
6. Select “more options”
7. Fill out the sections using the following examples:
BCC EMAIL ADDRESS: Use the email address created in STEP 1 above
FROM NAME: Name
REPLY TO EMAIL: noreply@continuumgrc.com
FROM EMAIL: Use the email address created in STEP 1 above
EMAIL SUBJECT: {form_name}[#{entry_no}]
EMAIL CONTENT: {entry_data}
8. Select “Send Confirmation Email to User and fill the appropriate fields:
Select USER EMAIL ADDRESS
BCC EMAIL ADDRESS: Use the email address that should be BCC’s or leave BLANK
FROM NAME: Select the appropriate option from the drop down or create your own
REPLY TO EMAIL: Select the appropriate option from the drop down or create your own
FROM EMAIL: Appropriate email
EMAIL SUBJECT: {form_name} - Receipt
EMAIL CONTENT: {entry_data}
9. Click “Save Settings”
Log into Jira as an Administrator
Go to: Jira Admin > System > Incoming Mail
CREATE INCOMING MAIL SERVER
1. Click Add POP/IMAP mail server
2. Name: Give the mail server a name
3. Description: Add something useful to identify what this mail server is being used for
4. Protocol: SECURE_IMAP
5. Host Name: imap.gmail.com (or whichever host you are using)
6. POP/IMAP PORT: 993 (for IMAP)
7. Timeout: 10000
8. Username: use the email address created in STEP #1
9. Save
CREATE MAIL HANDLER
1. Click on ADD INCOMING MAIL HANDLER
2. Fill in the following details:
Name: Use the name of the mail server you created above
Server: Select the Default Cloud Mail Server
Delay: Set to 1
Handler: The best option is the first one: “Create new issue or add a comment to an existing issue”. This allows you to create a ticket when you send an email to that email account, and also adds a comment to the ticket whenever you reply to that specific email chain.
Folder Name: Leave blank
3. Click NEXT
Select the JIRA Project you want the ticket to be created to
Set the issue type the ticket will be raised as by default
Leave Strip Quotes unchecked
Catch email address: Leave empty
Bulk: Ignore the email and do nothing
Forward email address: Leave empty
Create Users: Leave unchecked. (This will not create a new user everytime an email is sent by an email address that does not exist in Jira)
The default reporter needs to be set from an existing JIRA user
Notify Users, CC Assignee and CC Watchers should all be checked.
Click TEST to see if the connection works.
Click SAVE.
TEST, TEST, TEST