How to streamline the work process with Jira email integration

This is a guest post by Infosystaa customer-oriented software and enterprise services company specialized in collaboration tools, DevOps, ALM, helpdesk, document & content management, software development, Agile project management, and task management. Infosysta is a Top Vendor on the Atlassian Marketplace with 15 apps in its product portfolio.

Emails are an unavoidable means of business communication. They can’t be categorized as either letters or conversations, but as the evolution and combination of those two communication forms. When it comes to email in the business world, Gmail and Microsoft Outlook both have long ruled the roost. In our days and age, mastering email productivity and integrating emails with more advanced solutions is crucial for knowledge workers. It’s as important — if not more — as being great at teamwork, communication, and problem-solving.

The widespread usage of email

Despite the spread of asynchronous communicators on the market, the good old email isn’t going anywhere in the nearest future. In 2019, global email users amounted to 3.9 billion users, and this figure is set to grow to 4.3 billion users in 2023 (Statista, 2020). That’s half of the world’s population. Gmail remains the most popular email platform, with over 1.8 billion users worldwide. Gmail currently owns 43% of the email service market share in 2020. 306.4 billion emails are sent and received daily in 2020. In the meantime, Outlook users have reached 400 million in April 2020.

Email benefits are unlimited and prove it’s unavoidable.  It frees us from the tedious task of managing data for daily use. It helps manage our contacts, send emails quickly, maintain our mail history, stores the required information, etc. An email is delivered instantly and anywhere across the globe. No other service matches the email in terms of speed. It’s easy to prioritize because it comes with a subject line, it’s easy to prioritize them and ignore the unwanted ones.

Global email users

Integrating Jira with email clients

According to Atlassian, Jira is used for issue tracking and project management by over 75,000 customers in 122 countries. Many small, midsize, and big enterprises have been using Jira Software as a task management solution for internal and external project and task management and software development. Every day we see just how useful and valuable this centralized task management system is.

Infosysta, an Atlassian Platinum Solution Partner, helps its customers by integrating Jira Software with the other tools they use on a daily basis. The added functionalities on each application boost the whole experience users have had before with the original software.

Constantly switching between your email inbox and Jira is both annoying and time-consuming. Imagine this scenario: you receive an email from a client and want to check its status or update certain information in Jira. You may need to create a new Jira ticket according to the email you received. Your client sends you more additional documents related to an open Jira issue, so you want to attach these documents to it. The only way to do so is to switch between your email inbox and open Jira.

Changing and moving between several tabs can be a hassle. Finding a solution to integrate the tools together makes work much easier.

Thanks to Infosysta’s leading applications, Google to Jira – GTJ and OTJ – Jira for Outlook, Jira users don’t need to access Jira to add comments or create a ticket. These two add-ons accelerate the workflow process and convert your Gmail and Outlook inboxes into a Jira toolbox. This saves time switching between your email and Jira and provides one place to manage your tickets. The integration will further simplify your workflow by allowing you to take action from your inbox. You can create issues, add comments, attach files, and log work without having to switch contexts all the time.

Here are some more benefits of using them.

Speed up work processes and ticket creation

If you were feeling like you’re working in slow motion, these integrations will help you pick up the pace. Jira users will be able to create, edit, and comment on their tickets directly using their Gmail or Outlook emails. Best of all, they can take action on the updates you receive via email, meaning more efficiency in the day-to-day workflow and less switching between apps to get stuff done.

Save time and boost collaboration

Sometimes, the comment you once placed on your Jira ticket needs to be added to other issues. The integrations will save you time and make it easy for you to do it automatically. Just search and select up to five requests to comment on them at once.

Create subtasks for better issue management

Subtasks in Jira are a perfect way to monitor complex and large projects. By breaking down a great project into smaller manageable parts, project owners feel confident and empowered in the project completion.

Sub-tasks are also a way to estimate costs and due dates more effectively. They help to identify inefficiencies and bottlenecks, solve the problems, and play around with daily operations. Each sub-task can be worked upon by a separate person. In turn, this allows monitoring the progress of the central issue in a better way.


Staying on top of your work and task management can be challenging in today’s world of multiple time zones, different communication methods, and constant context switching.

Whether you are using Gmail or Outlook, you can access Jira features directly through OTJ – Jira for Outlook or Google To Jira – GTJ.

Learn more about useful Jira features and Atlassian Marketplace apps by reading more articles on Deviniti blog: