JIRA - Email an Issue

JIRA - Sharing and Notifying Users about an Issue

In JIRA, you can effectively communicate issue details to other JIRA users or external email addresses. The primary methods are by directly sharing an issue or by mentioning users in an issue’s description or comments. Both methods typically trigger email notifications based on user preferences and project notification schemes.

Sharing an Issue Directly

To share an issue directly:

1. Navigate to the issue you wish to share and open its detailed view.
2. Look for a ‘Share’ button or icon. This is often represented by a paper plane icon or similar, typically located near the issue action buttons at the top right of the issue view.
3. Clicking ‘Share’ will open a dialog box.

In the share dialog:

• In the ‘Recipients’ field, start typing the JIRA username, full name, or email address of the person(s) you want to share the issue with. JIRA will offer auto-complete suggestions for existing users.
• You can add an optional note or message to provide context for the shared issue.
• Click the ‘Share’ button to send the notification.

The recipients will typically receive an email containing a link to the issue and your optional note. This method is useful for drawing specific attention to an issue.

Mentioning Users in Description or Comments

You can also notify users by mentioning them within an issue’s description field (while creating or editing) or in a comment:

1. When editing the issue’s ‘Description’ field or typing a new ‘Comment’, type the ’@’ symbol.
2. Begin typing the JIRA user’s username or their full name. A dropdown list of matching users will appear.
3. Select the desired user from the list. Their name will be formatted as a mention (e.g., @JohnDoe).

After submitting the description or comment containing the mention, JIRA will send an email notification to the mentioned user(s), informing them they were mentioned on that specific issue. This is a common way to involve teammates in discussions or assign informal tasks.

Best Practices for Issue Notifications

• Be Specific: When sharing or mentioning, provide clear context in your note or comment so the recipient understands why they are being notified.
• Avoid Over-Notifying: Use mentions and sharing judiciously to prevent notification fatigue. Consider if a direct assignment or a status update is more appropriate.
• Check Notification Settings: Be aware that users can customize their notification preferences. Project administrators also configure notification schemes, which determine who gets notified for various issue events.

Effective communication is key to successful project management. Leveraging JIRA’s sharing and mention features appropriately ensures that the right people are informed at the right time. For more advanced collaboration, consider linking issues or exploring integrations with communication platforms if your team uses them.