Jira is one of the most flexible project management tools out there.
The ability to customize your workflows to perfection is priceless when it comes to web development.
But when you need to work with less technically-savvy people or clients, problems start piling up.
One of them is creating issues in Jira. Something is bound to happen: wrong issue type, missing fields, no attachments… or worse.
So, keeping non-technical people out of Jira makes sense—but then again, transferring emails into Jira is almost a full-time job as well!
In this blog post, I’ll show you how to automatically create a Jira issue when you receive an email, even if the sender isn’t part of your Jira organization.
The goal is to go from this…
… without any human involvement!
There are two ways to go about this:
- Automatically create Jira issues from email via Zapier
- Collect website feedback directly in Jira via Marker.io
Let’s get to it.
Prefer video guides? Watch our 5-minutes tutorial:
Option 1: Automatically create Jira issues from email via Zapier
Zapier is excellent for quick & easy automations like this one.
To keep this tutorial simple, we’re going to assume you use Gmail. No worries: Zapier works with most email services.
You’ll need two things:
- Custom labels in Gmail;
- A Zapier account.
1. Set up custom labels in Gmail
First, you’ll need to set up a custom label for bug reports and feedback.
Here, we’ll call our label “bug report”.
Hint: if your clients or QA testers send a lot of feedback, set up a custom email address like firstname.lastname@example.org to avoid inbox overload.
Next, send yourself a test email with the new “bug report” label: this will make it easier for Zapier to detect it when you create the automation.
That’s it for Gmail!
2. Create a Zapier automation
In Zapier, create a new Zap.
Pick New Email in Gmail as the event, and our bug report label as the trigger.
Next, pick Create Issue in Jira Software Cloud as the action.
The rest is pretty straightforward and the fields you use will depend on your Jira project’s configuration.
With that said, we recommend using Subject for your issue Summary, and Body Plain for the Description.
…and there you have it.
Now, every email labeled “bug report” will be duplicated as a Jira issue. Easy!
If you’re an automation aficionado, there’s a lot you can do with Zapier.
For example, you can set the issue priority based on the sender, or automatically assign team members to issues.
But unfortunately, there are some things that Zapier simply cannot do:
- It doesn’t support attachments;
- You need to manually label your client emails;
- You only have the Email Subject, Body, and Sender fields to work with. Data to populate advanced issue fields, like Environment info, will have to be pulled some other way;
- You’ll still have to go back to the original email to notify the client about the issue status.
This brings us to option 2.
Option 2: Collect website feedback directly in Jira via Marker.io
Another way to directly send bug reports in Jira is with a visual feedback tool like Marker.io.
With an embedded widget that lives on your website, you get rid of the middleman—the dreaded email—and save time for:
- The client/QA tester, who previously had to write up an email for every single issue;
- The project manager, who no longer needs to live in his inbox to sort bug reports.
1. Send issues and feedback straight to Jira
With the widget installed, sending feedback and bug reports is child’s play.
What used to be an unending back-and-forth between annotation tools, email, and Jira becomes a simple 3-steps process:
- Find bug
- Open visual feedback editor and write report straight in the browser
- Click send—done
This is what it looks like in action:
There are a couple of extra benefits that come with using a widget:
- Console logs, network logs, and environment info are automatically captured with each bug report. This saves developers a ton of time when trying to reproduce a bug.
- Screenshots, annotations, reporter name, and contact info are attached to the issue in Jira.
The best part? Your clients don’t need access to Jira at all.
And if you need to communicate with the reporter about a specific issue, you can do so directly through Marker.io’s client portal:
No more messy email chains.
Plus, every comment on the client portal is immediately synced with the issue in Jira. This means your developers never have to leave their PM tool.
Installation is super easy: after signing up for Marker.io, you’ll have to connect your Jira project as a destination.
Then, all you need to do is copy and paste a snippet like this one in your HEAD tag:
And done! The widget is now live on your site.
You can configure it to be visible to only specific users or with a secret URL parameter like /?bug.
Ready to stop transferring every email to Jira? Check out our integration here.
In this blog post, we went over two ways to create issues directly in Jira:
- With Zapier and email automation;
- With Marker.io’s feedback widget.
If your organization requires using email for bug reporting and feedback—Zapier is the way to go.
But if you’re just looking to get your client feedback into Jira and save time on email management, try a visual feedback widget instead.
Whichever solution you end up using, we hope this tutorial was useful and greatly simplifies your workflow going forward.