How to forward Gmail emails to Jira

Forward Emails from Gmail to Hipporello to Create Jira Issues

Hipporello enables teams to automatically convert incoming emails into Jira issues, allowing requests to be tracked, assigned, and managed within a structured workflow.

When an email is forwarded to your Hipporello email address, a new issue is created in your selected Jira project. This ensures that every incoming request is captured and handled within your existing Jira workflows.

This setup is especially useful for teams managing requests through shared inboxes such as support@, help@, or sales@. Instead of managing conversations across multiple email threads, each request becomes a Jira issue that your team can track collaboratively.

Once an issue is created, your team can:

• Assign it to the appropriate team member

• Add internal comments and updates

• Communicate directly with the requester

• Track progress through Jira statuses and workflows

Because every forwarded email becomes an issue, no request is missed or overlooked.

How It Works

After setup, the workflow runs automatically:

• Hipporello generates a unique inbound email address

• Gmail forwards selected emails to this address

• Each forwarded email is converted into a Jira issue

• Your team manages and responds to requests inside Jira

This allows you to keep email as your intake channel while organizing all requests within a structured Jira project.

Step 1 — Get Your Hipporello Email Address

To begin, you need the email address used by Hipporello to create Jira issues.

1. Go to admin.hipporello.com

2. Navigate to the Emails section

3. Connect your inbox or open your existing email configuration

4. Copy the Hipporello inbound email address

This is the address where emails must be forwarded to generate Jira issues.

Step 2 — Create a Gmail Forwarding Setup

Next, configure Gmail to allow forwarding.

1. Open Gmail

2. Click the Settings (⚙️) icon

3. Select See all settings

4. Go to the Forwarding and POP/IMAP tab

5. Click Add a forwarding address

6. Paste your Hipporello email address

7. Confirm the forwarding request

Once confirmed, Gmail will be ready to forward emails.

Step 3 — Create a Filter to Forward Specific Emails

To ensure only relevant emails are converted into issues, create a filter.

1. Go to Filters and Blocked Addresses in Gmail settings

2. Click Create a new filter

3. Define conditions such as:

   1. Emails sent to support@yourcompany.com

   2. Emails with subject “Support Request”

4. Click Create filter

5. Enable Forward it to and select your Hipporello email address

6. Save the filter

This ensures that only selected emails are forwarded to Hipporello.

Step 4 — Issues Are Created Automatically

Once the setup is complete, the system runs automatically.

When an email matches your filter:

• A new Jira issue is created

• The email subject becomes the issue summary

• The email content becomes the issue description

• Attachments are included in the issue

Your team can immediately:

• Assign the issue

• Add internal comments

• Respond to the requester

All communication is stored within the issue, ensuring full visibility and traceability.

Example Workflow

Here is how the process works in practice:

• A customer sends an email to support@company.com

• Gmail forwards the email to Hipporello

• Hipporello creates an issue in Jira

• A team member reviews and assigns the issue

• They respond directly from the issue

• The requester receives the reply via email

This creates a seamless flow from incoming email to structured issue management.

Benefits

Using Gmail forwarding with Hipporello and Jira improves both organization and response efficiency.

With this setup, you can:

• Ensure no incoming requests are missed

• Convert emails into structured Jira issues

• Collaborate across teams within a single project

• Keep all communication centralized and trackable

Instead of managing scattered email conversations, your team works within a unified system that improves visibility, accountability, and overall workflow efficiency.