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Cloud Adoption Toolkit

Email templates to kick start a communications plan and keep teams informed throughout a cloud rollout

Table of contents

Email and announcement banner templates for introducing Atlassian Cloud products

The success of your cloud migration hinges on your teams actually adopting the new cloud products. At this point in your migration, you’re likely aware of the importance of thoughtful communications as part of your change management plan. Teams will need to hear the message multiple times and in multiple ways, before making a change. Allowing your teams the time they need to get comfortable with the new change will ensure they are open to it and prepared when the rollout takes place. When the message comes from someone they trust, they will be more likely to listen.


To help you get your teams up and running on cloud sooner, we’ve created a set of modifiable email and announcement banner templates you can use to inform your teams about your cloud launch.

What are announcement banners?

Announcement banners are attention-grabbing notifications positioned at the top of Atlassian product user interfaces, providing users with essential information in a prominent and easily accessible manner. Configuration of announcement banners can be performed by admins or individuals with appropriate admin privileges within Atlassian Cloud products (Jira Software and Confluence) and Server and Data Center products (JSW and Confluence).

When to use these templates

These email and announcement banner templates are to promote adoption of the new cloud products before and during the launch of your migration. These email templates are not to drive awareness of the migration itself. At this point in the process, you should have already communicated about the migration with your teams during the previous phases (assess, plan, prep, test, and/or migrate). At a minimum, one month prior to launch, your users should be aware that a migration is happening, when it is happening, and why. For guidance on what to communicate during the earlier phases, please reference Cloud migration toolkit.

How to use these templates

  • Determine which channel you will use to communicate with your users. These templates are designed as emails and in-product announcement banners, but if you choose to use MS Teams, Slack, or another platform, you’ll want to update the copy accordingly.
  • Copy the template provided below and paste it into a new email message, an announcement banner, or any communication tool of your choice.
  • Customize the [ placeholder text ]. You’ll notice multiple areas to customize the product name (Jira Software Cloud, Confluence Cloud, Jira Service Management Cloud etc.). Depending on which product(s) you are launching, you should update the text.
  • Add additional context to help your users understand how and why your organization is adopting Atlassian cloud products.
  • Remove any content that isn't relevant to your users.
  • When using email templates, send the emails to your users, inviting them to try the new products and provide feedback by replying to the email.

TIP: Consider customizing these templates further for specific functions or departments who may have a different level of awareness of the change. For example, if you're rolling out Confluence Cloud to the finance team for the first time, they’ll need a different message than if you're rolling out Jira Software Cloud to development teams that have been using Jira Server for years.

Email and announcement banner templates

Rolling out Atlassian Cloud products

Email

subject:

We’re rolling out [ Product Name(s) ]

content:

[ add organization banner image if available ]

Hi,
As you know, we have been working on migrating [ Product Name(s) ] to cloud. This change will make it possible for you and your teams to work more efficiently, enjoy a modern user interface, and get access to new features sooner.
The migration is on track and your cloud products should go live on [ date ] at [ time ]. After the migration, you will see some changes, and we want to be sure you are prepared.

  • During the migration on [ date ] at [ time ] with expected duration of [ hours ], the following application(s) will be unavailable:
    • [ list Server/Data Center URLs ].
    • Please plan your work around this window.
  • Upon launch, you’ll be able to access your apps at the following URL(s): [ https://yourdomain.atlassian.net/  ]
  • After the migration, you may notice some feature, terminology, and interface differences. Check out [ this/these ] quick start guide(s) for a preview of those changes [ include only relevant links below ] :
  • We’ve compiled some training resources at [ link to training materials here - either your organization’s custom training material or resources from Atlassian’s curated list ] to help you get comfortable quickly.

For a detailed project plan and additional information, please see: [ URL ].

For questions during the migration period, please contact [ email address ].

To report issues after the migration, please [ instructions ].

Thank you,
[ Name ]

Announcement banner (for Server or Data Center instances)

On [ date ] at [ time ], we’re migrating our [ Product Name(s) ] data to Cloud. During this time, the current application(s) will be unavailable. Please hold all additions and changes until we’ve announced the migration project is complete. After the migration is complete, we’ll send login information and details to help you get started on Cloud. For more information about this project, please refer to [ Video announcement, Slack channel, Confluence page, etc. ].

Start using Atlassian Cloud

Email

subject:

Start using [ Product Name Cloud ]!

content:

[ add organization banner image if available ]

Hi,

The [ Product Name(s) ] migration is complete! You can get started by visiting the new cloud application(s) at: [ URL(s) ].

Please update your bookmarks with this/these location(s) and login with [ credential information ].
You can expect some feature, terminology, and user interface differences. Check out [ this/these ] quick start guide(s) for a preview of those changes [ include only relevant links below ] :

1. Quick start guide for Confluence Cloud
2. Quick start guide for Jira Sofware Cloud 
3. Quick start guide for Jira Service Management Cloud

Your old [ Product Name(s) ] site(s) will be available until [ date/time ] on a read-only basis and then will be shut down and archived. [edit as appropriate]

Additional information and training materials are available at: [ link to training materials here - either your organization’s custom training material or resources from Atlassian’s curated list ]

To report a problem or request support, please [ instructions ].

For general migration questions, please contact [ email address ].

Thank you,
[ Name ]

Announcement banner (for cloud instances)

The [ Product Name(s) ] Cloud migration is complete! [ This/These ] new Cloud application(s) [ is/are ] located at: [ URL(s) ]. Please bookmark [ this/these ] location(s) and login with [ credential information ]. Additional information and training materials are available at [ Confluence page, Slack channel, etc. ]. This application will be available for approximately [ duration ] but no new information can be added and no changes can be made. To report a problem or request support, please [ instructions ].

Tips and tricks for Atlassian Cloud

Email

subject:

Tips & tricks for [ Product Name ] Cloud

content:

[ add organization banner image if available ]

Hello,

We hope you’ve been enjoying using [ Product Name ] Cloud and that you’ve been able to get up and running smoothly.

Now that you’ve had a couple weeks to adjust, we wanted to share some of the most popular tips, tricks, and new features from around the organization:

  • Download the new mobile apps so you can work on the go!
  • Subscribe to the Atlassian Cloud Blog where product changes are announced weekly so you can stay on top of the latest new features
  • [ add any key actions you’d like your users to take at this time in product ]

Additional information and training materials are available at: [ link to training materials here - either your organization’s custom training material or resources from Atlassian’s curated list ]

To report a problem or request support, please [ instructions ].

Thank you,
[ Name ]

Announcement banner (for cloud instances)

We hope that you’ve been enjoying [ Product Name(s) ] Cloud! To make your experience with [ Product Name(s) ] Cloud even more enjoyable, we recommend checking out our resources and instructions located in [ Confluence page, company playbook, etc.] for using the tool(s) to [ its/their ] fullest potential.

Request for Atlassian Cloud feedback

Email

subject:

How are you liking [ Product Name ] Cloud?

content:

Hi there,

I hope you’ve had the opportunity to try out [ Product Name ] Cloud. If you are using [ Product Name ] Cloud today, then you already know that the cloud version can be used for everything you used to do and more, usually with fewer clicks and smoother collaboration with your teammates.

Now that you’ve been using [ Product Name ] Cloud for 30 days, we would like to hear from you. Please take a few minutes to complete our feedback survey [ add link ] to share your thoughts and input on how these new products are working for you. [ edit as appropriate depending on chosen feedback collection mechanism ]

[ Sample questions you could include in a survey are: ]
1. Which tools are you using on a day-to-day basis?
2. On a scale of 1-10, how comfortable are you with using [ Product Name ] Cloud
3. What are your primary use cases for using [ Product Name ] Cloud?
4. What is working well for your team today?
5. Are you responsible for training your team on how to use [ Product Name ] Cloud?
6. Are you interested in getting more training & resources? For which products/features? 

Thanks for your participation,
[ Name ]

Announcement banner (for cloud instances)

Your feedback matters! Now that you’ve been using [ Product Name(s) ] Cloud for 30 days, we would like to hear from you. Please take a few minutes to complete our feedback survey [ URL ] to share your thoughts on how these new products are working for you.

Announcing Atlassian product feature updates

Email

subject:

[ Product Name ] Cloud just got better! Check out the new features

content:

Hi,

Great news! We’ve been working hard to improve [ Product Name ] Cloud so you can do your best work and we’re excited to share a few new features that are now available to you:

  • [ Feature 1 ]: This feature will allow you to [ explain how this feature will benefit the user ].
  • [ Feature 2 ]: With this feature, you’ll be able to [ explain how this feature will benefit the user ].
  • [ Feature 3 ]: This new feature will allow you to [ explain how this feature will benefit the user ].

These features are designed to enhance your in-product experience and we believe with these updates, you’ll get even more out of [ Product Name ]. To learn more about how to use them, check out our user guide. [ insert link to company user guide/Product Playbook, Confluence page, or wiki that contains more information on how the user can use new features to improve their workflow ].

If you have any questions or concerns about these updates, don’t hesitate to reach out to our support team [ insert Slack or other channel for reaching the support team ]. We’re always here to help!

If you’d like to stay up-to-date on features to come, subscribe to the Atlassian Cloud Roadmap.

Best,
[ Name ]

Announcement banner (for cloud instances)

We’ve improved [ Product Name(s) ] Cloud so you can do your best work! Check out the new features now available to you: [ add link ]. If you have any questions about these updates, don’t hesitate to reach out to our support team [ add link/instructions ].

Communication is an ongoing journey

The email templates below are designed for a point in time - the introduction of your Atlassian cloud products. Once your users are up and running, they won’t need as frequent communication. That being said, it’s also not advised to go radio silent. We recommend sending a monthly or quarterly newsletter to your users to inform them about new features that have shipped, insights and success stories from across your organization, and additional use cases to expand how your teams think about their Atlassian products. If you’re already sending an IT newsletter with updates across your toolset, this could be as simple as embedding Atlassian-specific changes into your existing newsletter.

TIP: Subscribe to the Atlassian Cloud Roadmap to be informed of new cloud features that have shipped and are coming soon, so you can prepare your users.

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Atlassian’s guide to adoption and change management

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