How can I add a shared mailbox as a user that I can tag

[Sergi Ortega]

Hello Atlassian Community!

I'd like to add a new user (a shared mailbox), so I can tag it in issues in the comments and as a viewer. If somebody that used the mailbox accesses Jira, then it'd be with their own user. Just want to use it to tag so all users of the shared mailbox can receive updates.

Should I do it with the "Create User" function in Admin Section --> User Management?

Thank you so much for your help!

Sergi   

[Joe Pitt · Accepted solution]

you need to create a 'dummy' user with the email pointing to the shared mailbox. This is sometimes used as a workaround to assigning to a group, 

[Sergi Ortega]

Hey @Joe Pitt , thank you for your prompt reply.

Do you mean here? But I need to enter the username/credentials for that person.

My credentials are automatically added (see screenshot pointed with an arrow). Should I just write the shared mailbox in email address, the name of the team in Full name and keep my username without a password?

Will this consume a Jira license?

Thank you so much for your help and have a great weekend!

Sergi

[Sergi Ortega]

[Joe Pitt]

I don't use cloud so I don't know if it works differently.  When creating the user you need the email of the shared box/distribution list and a name you want to assign to it like 'dev group'. Can you over type the username? It says you can pick a password or it will generate one for you. 

[Sergi Ortega]

@Joe Pitt Yes, I can type over the username. But I guess it is for people, so every person has a user.

In this case, I don't want that. I just want to be able to add this email as a watcher and tag it in the comments, so the group of people who use it, receive the notification in the shared mailbox.

Should I just proceed with a random username and unclick "Application Access: Jira Software" ?

Thank you!

[Joe Pitt]

It has to be a user. So, yes just proceed with a username. I have a user role that I give just browse access to and put managers who want to see, but not work issues. I suggest doing the same with that user

[Sergi Ortega]

@Joe Pitt I just created the user without any password and unticking Jira Software application access. It worked. Thank you! 

[Samuel Sena]

Hi @Sergi Ortega ,

How did you manage to do that?

I've been trying to add a google workspace group (support@mydomain.com) without luck.

Thanks!

[Sten Kivi]

Hi @Joe Pitt 

Are you aware if doing this will breach any "Terms and Service?

2.5. Credentials. You must require that all End Users keep their user IDs and passwords for the Cloud Products strictly confidential and do not share such information with any unauthorized person. User IDs are granted to individual, named persons and may not be shared. You are responsible for any and all actions taken using End User Accounts and passwords, and you agree to immediately notify us of any unauthorized use of which you become aware.

I am not sure if this applies or not as English is not my main language and we don't actually assign any Log-in ID and Password for Shared Mailbox.