Post Function Templates [2.0.x]

When creating a template, please consider following the advice described on Incoming Emails Support [2.4.x] page (point 3), by adding a tip to a created template that email must be replied to an address the same, as you set in an email handler.

Post function mail templates can be used during a transition with so called post function incorporated into use.

Only Jira administrator can see and manage all post function templates. They can be found in Add-ons section on Post function templates page. The below illustrated steps visualize the quickest way to access this component:

Step 1 - log in as JIRA administrator and click on cog icon to select "add-ons":

Step 2 - you may see again this prompt, so in such case please enter JIRA administrator credentials once again:

Step 3 - Access Post-Function Templates by clicking the link as illustrated below:

Step 4 - Creating a new post function template is started by clicking on "Create" button:

After clicking it, you will be presented with the below view:

As presented on the above screenshots - template name must be uniqe per project. Otherwise you won't be able to create it.

The fields presented on this screen include:

Project - here you must select a project, to which created template is to be tied with;
Issue type - please select issue type, with which template is to be tied with. You won't be able to select it if no project was chosen;
Name - name of the template - must be unique - it's impossible to have the same named templates in one project.
Subject and Content - specify your subject and content of your email. It can be enhanced with Rich Text Editor, where you can choose style of your email.
Format as - "Format as" option determines that the email body should be displayed as a plain text, or in html view with its features. Please bear in mind that the maximum visual enhancement effect can be only achieved if you use HTML formatting.
Default Recipients - after clicking on "Manage" (next to "to", "CC", or "BCC"), you can specify three types of recipients: To, CC and BCC. Each recipient can be one of the following type: Email, User, Group and Field. "Fields" item comes from available fields in Issue. As the name indicates, they are to be present as default recipients, when you select particular mail template tied with an issue type. Example of default recipients management is presented on the below image:

Step 5 - Before creating a new template you can use "preview" button to check how it's going to look from the recipient point of view. After clicking "Create" new template is to be saved, ready for use:

Step 6 - When you add post function with your mail template on issue transition, Email Task sends an email when post function will be triggered. Preview button enables to see how the outgoing email is to look:

Template Variable (present in "Content" are) aspects are touched under Template Variables [2.0.x]

Detailed description of the fields is presented below:

Detailed description of above mentioned fields:

Issue type - This field defines for which issue, mail template will be in use. Each issue can be of different issue type. In turn each issue type can have different set of fields and therefore we have to make a distinction between mail templates. Mail Template dedicated for example for a „Bug” issue type can be invalid for another issue type such as „Improvement”. While creating mail template user can insert some variables relevant for selected issue type which represents OOTB issue fields. Another issue type may lack of some of those fields – that is why we define mail template only for one particular issue type.
Name - This field is obligatory. Here you can enter anything that will be helpful for you to recognize particular mail template. This field doesn’t have to be unique across all projects and even in the same project. Internally each mail template is in fact represented by its unique ID (not by its name).
Subject - This field becomes subject of the mail. You can type here anything you want in form of plain text as well as insert some variables which will be replaced by real values durring mail template rendering. Variable list can be discussed later.
Content - This field becomes body of the mail. Similarly as for subject field you can type here any message and additionally insert some variables which will be replaced by real values while rendering mail template.
Format as - Possibility to select if the email is to be sent in HTML or Plain Text format. For full incorporation of rich text editor possibilities HTML is recommended.
To - Possible to be filled after clicking on "Manage" button. You can type here user emails, logins (unique user names), groups, fields (drop-down menu with possibility to choose fields present for particular issue type that was selected at the begging of the previous screen). You are provided with auto assistant during typing for your convenience. This field will be auto-mapped with „To” field of your mail client as well as the recipient. All users selected in this field will be considered as recipients of the mail rendered based on an mail template.
CC - Carbon Copy. Similarly as for previously described field, this element also has also been provided with an auto assistance feature, but the aim of this field is slightly different. It represents users which you want to include in mail recipients but original message is targeted to someone else. In other words it's for someone information only, so no steps are required of a CC recipient.
BCC - Blind Carbon Copy. Similarly as for previously described field, this element also has also been provided with an auto assistance feature, but the aim of this field is slightly different. It represents users which you want to include in mail recipients but original message is targeted to someone else. In other words it's for someone information only, so no steps are required of a BCC recipient. This field is totally invisible in the recipients' email message, so people are not aware that a person form BCC received it..
Reply To - "Reply to" is the email address to which replies should be sent. It can be Default or Custom. When the Reply to is set to Default, the "Reply to" field in email is set to an email address of a sender. By selecting custom you get an immediate possibility to enter new email address.

Preview - before creating please make sure that all is filled as desired

Create - final step - after pressing it, mail template is created.