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Set up Email Template for Approval

Set up Email Template for Approval

Owned by Duy Tu
Last updated: Dec 09, 2024
3 min read

In this section

Overview

  • This Email Template is designed to automatically send notifications to users based on specific actions related to issues within your system.

  • You need to setup Email Template to associated with the Approval.

Access the “Email“ in application

  • Within the sidebar of Approval for Jira application, you should find a tab "Email".

 

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Setup Email templates

There are 3 types of Email Templates that you need to manage:

  1. Approval Request: To notify those responsible for approvals.

  2. Approve Transition: To notify the responsible person(s) of an approved transition.

  3. Decline Transition: To notify the responsible person(s) of a declined transition.

Note: There is one more Email type don’t need to setup but our application have. Our application automatically sends an email notification to the previously assigned approver whenever a new approver is replaced. This notification is intended to inform the original approver of the change.

For example, if we initially assigned John Doe to an assignee and later decided to reassign it to Jane Doe, an email notification would be sent to John Doe informing him of the change.

 

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For each of these template types, you have the following options:

  1. Add New Email Template: Create a new email template.

  2. Edit Current Template: Modify existing templates.

 

Add New Email Templates

You have the option to create a new email template here.

Note:

 

 

Edit Current Email Templates

In the Email Template editor, you have the ability to customize the content and format of automated Email. Key Components:

  1. Subject: Here you can customize the title of the Email.

  2. Header: The top section of the email.

  3. Free Body Text: The main body of the email.

  4. Issue Type, Assignee, Issue Creation Date, Project, Priority, Reporter, Workflow Transition: These are fields related to the task, and you can choose to show or hide them in the email content.

  5. Footer: The bottom section of the email.

  6. Enable approve or reject via email: Allows recipients to approve or reject requests directly from the email.

Note:

  • When you create an approval, if you have set up a custom field, you can configure it to be included in the email template.

 

 

 

Example 1: Configure without a custom field.

 

 

 

 

Example 2: Configure with the Custom field multi-user picker.

 

The notification email will include the following layout.