The Herzum Approval Mail Handler is able to process the reply that an approver provides to an approval request email and change the status of the approval accordingly.

Users can respond to an approval request directly from the email by writing in the body opportune tags allowing the app to process the response opportunely.

The Herzum Approval Mail handler is able to process the approval response only if the General Settings#RequireAuthentication is Not Enabled.

Overview

Users can reply to an approval request directly from the email in two ways:

clicking on the Approve, Reject, Abstain and Reset buttons displayed on the Approval Request
replying to the email and writing in the body opportune tags allowing the app to process the response opportunely.

The capability to reply via email buttons requires that the Jira instance can be reached by the user device and can be enabled via the Herzum Approval E-Mail Templates Administration screen.

The capability to reply via Approvals tags ( e.g. @APPROVED@) do not require that the Jira instance can be reached by the user device and can be enabled by setting the Approval Mail Handler.

This page provides you with the instructions to setup the Herzum Approval Mail Handler.

Instructions to setup the Herzum Approval Mail Handler

Follow the steps below to setup your Approval Mail Handler:

Follow the steps below in order to setup the Herzum Approval Mail Handler:

Choose > System >Mail> Incoming Mail or click Incoming Mail on the v5-Advanced#MailHandler administration screen
Click Add incoming mail handler
Set up the Approval Mail Handler parameters
1. digit the Mail handler Name,
2. select the Approval POP / IMAP server
3. choose Approval Mail Handler as Handler type
4. click Next

Herzum Approval Documentation > Mail Handler: Herzum Approval Mail Handler > image2021-10-19_11-2-54.png

Do not open the emails incoming to the Username mailbox before the Approval Mail Handler has processed them.
Digit the Forward Email address and Save

Recommendations

Ensure that the POP/IMAP Mail Server set on the Approval Mail handler meet the following requisites:

the Approval POP/IMAP Mail Server Username must be the same email address used to notify the Approval Request
the Approval POP/IMAP Mail Server Username is not used by any other POP/IMAP Mail Server
the Approval POP/IMAP Mail Server must be used by the Approval Mail Handler exclusively
Do not open the emails incoming to the POP/IMAP Mail Server email queue before the Approval Mail Handler has processed them.

The email address used to notify the Approval Request can be customized via the Global Configuration administration screen or configured individually per project in the Project Notifications section.

If no customized email address is specified, the mail server default will be used.

A customized email address might not be possible with some public email services. In this case, the mail server default will be used.

In order to allows the Project email address or the custom From Email address to work properly, you need to add any project email address as Alias of the email address set in Admin->Outgoing Email.

Known Issues

The Forward Email address set on the Approval Mail Handler is not used by the app also if it is required when configuring the Approval Mail Handler.
The application cannot process approver response when the Require Authentication is enabled.

Case of this setting is enabled the approver receives the following email and the approval action will not succeed.

Herzum Approval Documentation > Mail Handler: Herzum Approval Mail Handler > image2021-10-19_11-5-7.png

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