Mailbox Integrations with Standard Issue Tracking Projects

To define a mailbox rule:

1. On the Mailbox Integration page, click the New mailbox rule button.

   • The settings for a new mailbox rule are displayed in the sidebar.

     

2. Enter values for the following settings:

   Setting	Description
   Mailbox	Select the mailbox where you want to retrieve and process email messages.
   Project	Select the YouTrack project where you want to create issues from incoming email messages.
   Administrator	Select the username of the user who is responsible for the integration. The administrator receives notifications when a command is unsuccessful or the issue reporter cannot be resolved. By default, the user who creates the rule is selected automatically.

3. Click to expand the Filters section.

   These settings determine which emails should be retrieved from the mail service. These settings are optional. If you want to process all incoming emails in YouTrack, continue with the next step.

   

   Enter values for the settings that are displayed in this section of the new rule:

   Setting	Description
   Folder	Choose which folder you want to use as a source for processing incoming email messages. If you select a folder, messages that are delivered to the selected folder and its subfolders are processed. If you don't select a folder, the integration retrieves all email messages from the service except messages that have been permanently deleted. This includes messages in the sent, spam, and trash folders. For this reason, we strongly recommend that you select a folder, for example, the Inbox.
   Recipient address	Enter an email address to retrieve only email messages that are sent to this address. When used, YouTrack only applies this mailbox rule to messages that are sent directly to the specified recipient or sent as a carbon copy (as CC or BCC). If you set a value here, use the same email address as the From address in the project that is set as the Project for this mailbox rule. Otherwise, replies to messages that are sent by the mailbox integration are not added to issues as comments. To process all email messages in the specified folder, leave this field empty.
   Discard the contents of square brackets	Use this option to determine whether to include text that is set in square brackets in the issues that are processed by YouTrack. This option only applies to text in the subject line of an email message.
   Ignore auto replies	Enable to ignore email messages that are sent as automatic replies to messages that are sent from the YouTrack server. This setting prevents you from adding comments to issues when you receive automated out-of-office replies.
   Filter messages by patterns	Enable to filter incoming emails containing pattern matched strings in the subject, body, or both from becoming helpdesk tickets. Select the message part of the email: Subject - The pattern matches against strings within the subject of incoming emails. Body - The pattern matches against strings within the body of incoming emails. Subject and Body - The pattern matches against strings within the subject and body of incoming emails. Select the condition: Contains - Incoming emails containing strings that match the pattern are filtered out. Does not contain - Incoming emails that do not contain strings that match the pattern are filtered out. Enter a pattern to search for within incoming emails. You can write the patterns as regular expressions. Incoming emails meeting the conditions of the pattern filter are ignored. Enter multiple patterns on separate lines in the input field.

4. Click to expand the Reporter settings. These settings define which user is set as the reporter for each issue that is processed from an incoming email message.

   

   Select one of the following options:

   Option	Description
   Set email sender as reporter. If the sender email doesn't match an existing YouTrack account, create a new account.	YouTrack tries to find a user account with an email address that matches the author of the email message. If an existing account is not found, a new user account is created. Credentials for accessing YouTrack are sent to the author in the notification message that is sent when the issue is created.
   Set email sender as reporter. If the sender email doesn't match an existing YouTrack account, use a default user account as the reporter.	YouTrack tries to find a user account with an email address that matches the author of the email message. If an existing account is not found, a default user account is set as the reporter. Select an existing user account from the Default user drop-down list.
   Always use a predefined default user account as the reporter	When enabled, YouTrack automatically sets the specified user as the reporter for all issues that are created from incoming email messages. Use the Default user setting to specify an existing user account.

5. Click to expand the Postprocessing settings. These settings define how YouTrack handles issues and comments that are created from incoming email messages. These settings are optional. If you don't want to automatically update issues that are processed by YouTrack, continue with the next step.

   

   Enter values for the settings that are displayed in this section of the new rule:

   Setting	Description
   Command for new issues and tickets	Enter a command to apply automatically to all issues that are created from incoming email messages. You can insert placeholders that reference values that are stored in the email message. For example: for [user] fromMail ${from} This command applies the following changes to any issue that is created from an incoming email message The issue is assigned to the specified user. The value for the custom field fromMail is set to the email address of the message author. If you need to apply several commands at once, enclose each placeholder in quotation marks. For example: toMail "${to}" fromMail "${from}". Without quotation marks, everything after the first placeholder is parsed as part of the same value. For details, see Placeholders.
   Command for new comments	Enter a command to apply automatically when a comment is added to an issue from an incoming email message. You can also use placeholders in these commands. If you need to apply several commands at once, enclose each placeholder in quotation marks. For example: toMail "${to}" fromMail "${from}". Without quotation marks, everything after the first placeholder is parsed as part of the same value. For details, see Placeholders.
   Delete processed email messages	Enable to delete all messages from the mail service after the corresponding issues have been created in YouTrack.
   Use original timestamps (IMAP only)	Enable to set the creation date of the issue or comment to the timestamp of the original email message. Otherwise, the creation date is set to the date and time when the email message was processed by YouTrack.
   Prefer plain text for descriptions	Enable to use the plain-text version of the message for the issue description whenever the incoming message contains a plain-text version of the email. If the plain-text version is not available, the content from the HTML version of the message is wrapped in HTML tags, stored in Markdown syntax, and used for the issue description instead.

6. If you want to process email messages that have already been delivered to the connected mailbox, enable the Also process previously delivered messages option at the bottom of the form.

7. Click the Add rule button.

   • The settings for the mailbox rule are saved.

   • In the settings of the target project, you can now customize the text of the delimiter that would appear in the replies to users sent by the members of your team.