Server - Titles


Per default the Add-on uses the e-mail subject as title for the created Confluence page or blog post. When the title is already in use it includes the date and time. If this is not sufficient for your use case you are able to customize the format of the title.

You can change the format of the title on the configuration page (see Getting Started) in the Titles tab.


Shows where to find the title settings for the add-on.

There are three predefined configuration options to choose from and you have the possibility to define your own custom title format.


Use the Subject as Title


Uses only the subject as title for pages and blog posts. In case of sending two e-mails with the same title to the same space this would lead to dropping the later e-mail as Confluence does not allow to create a second page or post with the exact same title. Therefore, choose this setting only if you are sure that your e-mail subjects will be unique and you want to avoid duplicated pages/blog posts.

In the following example we will demonstrate exactly this behavior. We send two e-mails with the same title to the same Confluence space. The first one is created successfully, the second one is blocked. Before you can send the e-mails you need to set the settings to the Use the subject as title option and then click on one of the two Save Settings buttons.


Shows how to set the title format to only use the subject for the title.

In the following image we send an e-mail with the title Weekly Jira Report to our Confluence instance. As no page or post with the title Weekly Jira Report exists in the Email space yet, the page was created successfully. 


Shows how an e-mail is successfully send to Confluence and how the subject matches the title of the page.

Imagine a week has passed, and we had a freshly new Jira Report which we would like to send to Confluence. We forgot that We've already sent an e-mail with the subject Weekly Jira Report last week and therefore send the e-mail with the exact same title we did a week before. This would result in a bounce message explaining why the e-mail could not be delivered successfully because of the duplicated title.


Shows how the second attempt to send an e-mail with a title which already exists in Confluence leads to a meaningfull error message.

While this is not likely to happen often when manually sending emails and is easily fixable by sending the email again with a different title. It can be a real issue with automated reporting or newsletters.


Use the Subject, Date and Time as Title


You can choose the second option "Use the Subject, Date and Time as Title" to prevent the duplicated title problem. This will put the date and time in front of the subject automatically. For example 2021-01-06 14:56:17 Weekly Jira Report. The time format is accurate to the second, so if you send multiple emails with the same subject within a second, bounces will occur again. This could happen, for example, when sending many emails at once in an automated way. In this case the latter explained Custom option is the way to go. Time zone selection is also possible and will be explained later.


Use the Subject as Title, include Date and Time on duplicated Titles


The previous option works very well if you only send automated emails or if you are okay with having the date and time in Confluence titles. However, if you prefer to have the subject as the title and include the date and time only if a page with the same title already exists this option is the way to go. It is usually the best option if you use both: manually and automatically send e-mails. Nevertheless, it is also important to note that the time format is still accurate to the second. If you send massively automated e-mails duplicated titles may occur.


Custom


The most powerful option is to use the custom option. This allows you to define your own title format. Since this is by far the most complicated option, we will explain it with an example in detail below.

As we already mentioned there could be a problem with duplicated titles even if you include date and time. Let's take this issue as an example for a custom rule. Let's assume we want to have the subject as page title on pages which does not exist yet and in case of a duplicated page title we want to include a unique ID, so that even if we create pages at a very high rate, they always have unique page titles. To accomplish this we need to do 4 steps:

  1. Click the Custom option. This will open further options.
  2. Set the Title Format value to {subject}.
  3. Set the Title Format for Duplicated Titles to {subject}{messageId}
  4. Click the Save Settings Button

Shows the steps needed to set up an custom title format.

Within Title Format and Title Format for Duplicated Titles you can use the placeholders named in the blue information box. Furthermore, you can include any static text between the placeholders.


Timezone


The last value is the Timezone. If you use time and dates in titles you can set one central timezone. If your company has Confluence users from multiple time zones, only this one will be used anyway. 


Conclusion


Congratulations, now you know how to manage your titles.

Currently it is only possible to change the title format for all emails. If you have more advanced requirements please do not hesitate to open a feature request on our help desk. We are always looking for feedback from our customers.