“Jira sends too many emails.”
When I tell people I consult on the Atlassian suite, this is usually one of their first comments. I’ve worked with many clients who set up filters in their inboxes just to reduce the amount of Jira emails they see.
Getting Jira to send fewer emails is actually surprisingly simple. Here are 3 ways to do it effectively:
How to Create a Jira Notification Scheme
If you’re receiving too many emails from Jira, the first place to look is the notification scheme. Notification schemes tell Jira when to send a notification and to which recipient. For example, an effective best practice is to send an email to the Assignee when an issue is created. A good Jira environment, except in rare cases, will only alert users who are directly involved in the issue, such as the Assignee, Watchers, and the Reporter.
To check your notification scheme, go to Project Settings, and then to Notifications. Make sure to note if the scheme is being used by any other projects so you don’t accidentally change any of that project’s settings.
Check if Add-ons are Sending Emails
Automation for Jira (one of my all-time favorite Jira add-ons), Enterprise Mail Handler for Jira, or JEMH as it’s commonly known, as well as a host of other add-ons in the Atlassian ecosystem can be configured to send emails. This is a commonly used practice to get highly specific emails to a targeted audience. Visit the Add-ons (also known as Apps in some later versions) portion of the Jira Administration page and check out the configuration of these add-ons. You may find that there are outdated, redundant, or unnecessary rules resulting in extra emails.
A good way to recognize an email from an add-on is that it will typically not look like a regular Jira email. It may have different formatting, include different pieces of information, or have a note describing which add-on sent it.
Batch your Email Notifications
Starting in the Jira 8 version, Jira notifications can be batched. Batching email notifications means that changes within the same ten minute period will trigger a single email. Therefore, if a user updates an issue field, then adds a comment, then adds an attachment to the same issue within a ten minute time frame, only one Jira notification email will be sent, instead of three. You can read more about this behavior on the Atlassian Support confluence.
No Need to Stop Emails from Jira
Atlassian Jira can easily be an important application that is part of your daily workflow. Don’t let Jira take over your inbox - With these simple steps, you can take control of your Jira email notifications (and your sanity).
Interested in more Jira tips? Check out our blog “Guide to Import Linked Issues into Jira from CSV”. If you’d like more information, contact us today and our expert consultants will help you get the most out of Jira and your Atlassian tools.