Incoming Mail configuration

On this page: 1 How to access the Incoming Mail configuration 2 Key configuration settings 3 Incoming Mail configuration management 4 Email-to-issue conversion SIL script

On this page: 1 How to access the Incoming Mail configuration 2 Key configuration settings 3 Incoming Mail configuration management 4 Email-to-issue conversion SIL script

SIL scripting efficiently processes incoming emails, providing a high level of flexibility.

See the following video for an overview of this feature.

https://fast.wistia.com/embed/medias/1zu9iz5vix.jsonp

How to access the Incoming Mail configuration

To access the Incoming Mail configuration:

Open the Jira admin settings and select Apps.
Go to Power Apps Config > Integrations > Incoming Mail.
Use the Add configuration button to create your Incoming Mail settings.

Screenshot of the Incoming mail configuration page.

Incoming Mail configuration page (empty)

Key configuration settings

Configure the following mail server parameters to establish your incoming email connection:

Configuration setting	Description

Configuration setting	Description
Protocol	Select a protocol that matches what's enabled on your mail server. Currently, only POP3 and IMAP are supported.
Mail Host	Enter the server's hostname or IP address. Example: imap.gmail.com
Port	Specify the port number the mail server uses for connections. The field is pre-populated with the default port for your selected protocol.
User Mailbox	Enter the username for the mail account you want to connect to. Example: testincomingemail@gmail.com
Password	Enter the authentication password for establishing the connection. This is typically not your regular mail password. For services like Gmail, use the generated App password instead.
Script	Select the SIL script to execute when new emails arrive. Utilize the dedicated Incoming Mail Processing Functions available in SIL to achieve your desired email handling goals.
Mail check interval	Specify how frequently (in minutes) the system should check for new messages in your mailbox.
Maximum message size	Set a file size limit in megabytes to prevent out-of-memory errors. Emails exceeding this limit will be skipped during processing.
Delete processed emails	Toggle this option to automatically remove emails from the mail server after processing.

Test the connection before saving.

Incoming Mail configuration management

A properly configured Incoming mail setup appears as shown below:

Incoming Mail configuration page (configured)

To manage the Incoming Mail configuration, use the available options in the Operations column. You can:

Pause mail processing
Test the connection
Modify the configuration settings
Delete the configuration

The Mail configuration can display the following status indicators:

Status	Description

Status	Description
processing	The configuration is active and checking for new emails at each configured interval.
disabled	Processing is manually paused and can be resumed when needed.
DISCONNECTED	Connection details are invalid and require updates to resume processing.

The Processing History table displays the 10 most recent processing results with the following counters:

Label	Description

Label	Description
Processed	The number of emails successfully processed.
errors	The number of emails that encountered errors during processing.

Email-to-issue conversion SIL script

This example script automates issue creation from incoming emails with the following functionality:

Creates a new Jira issue when an email contains a project name in the subject line.
Uses the email body as the issue description.
Sets the reporter field to the email sender.
Adds email CC recipients as issue watchers.
Handles file attachments from the email.

The script also includes logic to add comments to existing issues rather than creating duplicates.

IncomingEmail mail = getIncomingEmail();

string issueKey = mail.subject;
if(issueExists(issueKey)) {
    // add comment

    string commentText = mail.body;
    string userCommenting = getUserByEmail(mail.from).key;
    
    addComment(issueKey, userCommenting, commentText);
    attachAllFilesFromEmail(issueKey);
    
} else {
    // create issue
    
    string summary = mail.subject;
    string description = mail.body;
    
    string [] fields = {};
    fields += {"reporter", getUserByEmail(mail.from).key};
    
    createIssue("PROJECT NAME", "", "Task", summary , "Minor", description, {}, "", "", fields);
}

To learn more about the IncomingMail SIL structure and other useful email functions, see the Incoming Mail Processing Functions page.