Turn reported emails into clear Jira tickets in minutes. Security and IT teams can move faster by capturing details from Gmail and Microsoft Outlook, adding a visual copy of the email, and using AI to flag phishing signs.

Two inbox triggers watch for new messages every minute. The flow pulls the subject, recipients, body, and internet headers, then organizes them into a standard format. The HTML of the email is sent to a screenshot service to create an image of how the message looks. That image and the headers go to an AI step that checks for phishing signals and writes a short, clear summary ready for Jira wiki format. A ticket is then created, and the screenshot is attached so the team has full context.

You will need accounts and credentials for Gmail, Microsoft Outlook, OpenAI, HTML CSS to Image, and Jira Software Cloud. Expect less back and forth and faster triage, especially for security queues and help desks. This is useful for SOC teams, managed service providers, and any company that receives many phishing reports.

• Gmail and Microsoft Outlook triggers check for new emails every minute
• Retrieves internet message headers through Microsoft Graph and formats them for easy reading
• Normalizes fields from both email sources using Set nodes so downstream steps use one structure
• Creates a screenshot of the email HTML using HTML CSS to Image for clear visual evidence
• AI analysis reviews the screenshot and headers to highlight phishing signs and outputs Jira friendly text
• Automatically creates a Jira issue with subject, recipients, body text, and AI summary
• Renames and uploads the email screenshot as an attachment on the Jira ticket
• Uses credentials for each service to keep connections stable and secure

• Reduce manual work from 15 minutes to 2 minutes per report by auto creating Jira tickets with full context
• Automate 90% of repetitive steps like copying headers, formatting notes, and attaching evidence
• Connect Gmail and Microsoft Outlook so all reports follow one process
• Improve ticket accuracy by including the original headers, body, and a screenshot
• Handle up to 5 times more suspected emails without adding staff
• Speed up triage by providing AI analysis written for Jira wiki format

1. Import the template into n8n: Create a new workflow in n8n > Click the three dots menu > Select 'Import from File' > Choose the downloaded JSON file.
2. You'll need accounts with Gmail, Microsoft Outlook, HTML/CSS to Image, OpenAI and Jira Software Cloud. See the Tools Required section above for links to create accounts with these services.
3. In the n8n credentials manager, create a Gmail OAuth2 credential. If unsure, double click the Gmail Trigger node, choose Credential to connect with, click Create new credential, and follow the on screen steps to sign in.
4. Create a Microsoft Outlook OAuth2 credential. Double click the Microsoft Outlook Trigger node, select Credential to connect with, then Create new credential and complete the sign in flow.
5. Add a Jira Software Cloud credential. Open the Create Jira Ticket node, choose Credential to connect with, click Create new credential, and sign in with your Jira Cloud account.
6. Set up HTML/CSS to Image Basic Auth. Open the Screenshot HTML node, click Credential to connect with, Create new credential, then enter your hcti.io username and API key from your hcti.io dashboard.
7. Add your OpenAI API key. Open the ChatGPT Analysis node, pick Credential to connect with, Create new credential, and paste the API key from the OpenAI API page.
8. Confirm the Outlook header retrieval step uses the Outlook credential. Open the Retrieve Headers of Email node and ensure the predefined credential is selected and the Accept and Prefer headers are present.
9. Check the Set Gmail Variables and Set Outlook Variables nodes. Verify htmlBody, subject, recipients, and headers map correctly based on your inbox format.
10. Run a test by sending a sample email to Gmail. In n8n, execute the Gmail branch and make sure the Set Email Variables node shows the expected fields.
11. Send a sample mail to Outlook. Execute the Outlook branch and confirm the Format Headers node outputs a readable header map.
12. Execute the Screenshot HTML and Retrieve Screenshot nodes and confirm a valid image URL and binary data are returned.
13. Run the ChatGPT Analysis node and review the output. Ensure the summary is formatted for Jira wiki and mentions key phishing indicators.
14. Execute through Create Jira Ticket, Rename Screenshot, and Upload Screenshot to verify a ticket is created with the attachment in your Jira project.
15. If screenshots fail, check hcti.io credentials and that htmlBody contains valid HTML. If AI fails, verify the OpenAI key and model selection. For Jira errors, confirm project key and permissions.