How to create JIRA task from only some emails that are received on my gmail account

[Martin Jelínek]

In my use case, I need to automatically create JIRA tasks from some of my received emails on my gmail account. The process needs to be automatic with no user input. I only want to create the tasks from specific emails (filtered by some conditions) and I don't want to forward (or upload in any way) any other emails than the ones in question for security reasons.

There are some sensitive emails received in my gmail inbox and those in any way cannot be stored anywhere else than in this inbox.

I need to use some rules to specify some of the JIRA issue fields. Basically I only need to filter "from" address " and "subject" to assign a predefined name to the JIRA issue. My use case are invoices. I have to manually create JIRA task for every invoice received in my gmail (I cannot change email address those invoices are being send to). I have to fill in a task name (based on the invoice), add the email attachment and assign the task to 1 person. I want to automate this process.

What is the best approach? All solutions I am finding online are based one way or another on setting up an incoming mail server in JIRA which I cannot do because of the security reasons.

[Piyush Annadate _ACE Pune_]

Hello @Martin Jelínek ,
Have you checked out 'create work item from email and add comment'?
This may work for you - you may configure some rules and that rule would move your mail to folder and read that folder to create email. But I would suggest to add a different mailbox than your own account. 

[Tomislav Tobijas]

Hey @Martin Jelínek ,

I'd say there is no 'clean' solution for this requirement.
Atlassian recently shipped app for Gmail, but this wouldn't be sufficient, as you say, 'this needs to be done automatically'.

I can share that I've used Zapier for my personal needs related to creating Jira items from Gmail. I'm not sure about pricing, as the free version met my requirements.
Anyway, I've constructed something like the following: if the email subject/body contains specific strings, add a label to that email. Zapier is then triggered once the label is added to the email and it creates a Jira item with defined field values.

Again, this is related to using a third-party solution, but Zapier is a decent platform for all kinds of integrations and it worked well in my case.

Potentially, someone else here has found a native workaround which you could use.

Cheers,
Tobi

[Tinker Fadoua]

@Tomislav Tobijas 

Helping the reporter has to be done using Atlassian native tools. Recommending them to use an Atlassian Marketplace is not the best practice here.

Reporter is asking for help to set an Automation Rule let's help him instead of suggesting an App.

All the best,

Fadoua

[Tomislav Tobijas]

@Tinker Fadoua really?

I shared a personal experience that helped in a similar scenario, and I clearly mentioned its limitations, including the fact that it’s a third-party solution. I also explicitly invited others to offer native alternatives, if available.

This is a community forum. Sharing real-world experiences — including ones that go beyond native tools — is part of what makes these discussions valuable. It’s not against the rules to mention what actually worked in practice, especially when the native path isn’t straightforward or hasn’t been outlined yet.

If you have a native solution that fits the original ask (automation, no incoming mail handler, strict filtering, attachment support, etc.), I’m genuinely interested. Otherwise, I don’t see the harm in offering what’s worked — transparently and respectfully.

[Tinker Fadoua]

@Martin Jelínek 

@Piyush Annadate _ACE Pune_  shared the best way to handle your use case.

Please let us know if you have any questions.

Best,

Fadoua