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You A shared mailbox can be set up a generic vanity account to receive requests for your Orange Tracker project .  New issues using a friendly @syr.edu email address.  Basic email messaging is always part of an OT project and requires an email address with the format of: <projectkey>@su-jsm.atlassian.net

Issues will then be created from emails sent to the vanity email addresses with the following fields completed:

To set up the vanity account, do the following:

1)  Request the vanity account if it does not already exist using the vanity account request form.  See Generic Accounts (fka Vanity)

2)  Set up proxy access to the vanity account by including the appropriate netid(s) in the proxy access group for the account in AD (your departmental support person can help with setting up a vanity account and proxy access)

2)  Log into the vanity account and redirect all email to the Orange Tracker queue. Set up a redirect rule – do not use a forward rule. If you mistakenly use a forward rule, the reporter will be the vanity account in the Orange Tracker issue.  If you use a redirect rule, the reporter will be the original sender of the email.  You may want to include deletion of the email in the redirect rule to avoid filling up the vanity account's mailbox.

3)  Request that email be configured for the Orange Tracker project by sending an email to jira@syr.edu (or include the request for email in the new project request sent to jira@syr.edu).

You may also want the jira-users group (anyone who can log into Orange Tracker, which includes people internal to SU and people external to SU) to be added to the project's Users role, unless you are only giving the vanity email address out to a limited audience.  Adding the jira-users group allows anyone to create issues in your project, including people with non-SU email addresses (ex:  gmail, outlook, hotmail, etc.).  If you have a standard permissions setup in your project, users will only be able to see issues for which they are the reporter – they won't be able to see other users' issues in your project.

Shared Mailbox Setup

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A shared mailbox can be created by an individual with DMC access using the generic account form.  Information from IDM about generics and the request process can be found here  - Generic Accounts (aka Vanity)

Steps:

1. Within DMC, choose 'Request Generic Account' from the menu

2. Account type for the requested account must be 'Shared Mailbox' from the drop down.  All other options are based on needs of the unit.

3. After the account has been approved, log into the mailbox and setup forwarding to your project email address.   /wiki/spaces/ITHELP/pages/159940689.

With forwarding configured, no mailbox permissions or access are required to be assigned as all email will route to the email address entered during forwarding setup.

Legacy Generic Account Configuration to Shared Mailbox (SUMail)

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A large amount of generic accounts route mail to an @ot.syr.edu email address. This address goes to a local mail server, then gets forwarded to the related @su-jsm.atlassian.net project. Updating the generic account to a Shared Mailbox (SUMail) provides a more streamlined and manageable approach to routing mail through a friendly @syr.edu address into Orange Tracker. 

DMC process to convert:

1. Provision the 'Other' generic account a SUMail mailbox

2. Update the generic account's type from 'Other' to 'Shared Mailbox'

3. Follow instructions to setup rule in mailbox to direct emails to OT. /wiki/spaces/ITHELP/pages/159940689.

It may be required to contact your DPS to make these edits.