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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 apps

The success of your cloud migration hinges on your teams being aware of the migration and actually adopting the new cloud apps. 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 app 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 apps like Jira and Confluence.

When to use these templates

These email and announcement banner templates are designed to drive awareness and adoption of the new cloud experience.

How to use these templates

  • Determine which channels you will use for each communication. These templates are designed as emails and in-app announcement banners, but if you choose to use Slack, MS Teams, or another platform, you’ll want to update the copy accordingly.
  • Decide which users each communication is going to. For example, some comms might only be relevant to admins or your rollout team, while others should go to all users. Use your best judgment based on who needs the information and when.
  • 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 app name (Jira Cloud, Confluence Cloud, Jira Service Management Cloud etc.). Depending on which app(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.
  • 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 apps 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 Cloud to development teams.

Email and announcement banner templates

Announcing Atlassian Cloud

These first five email templates should be sent before your migration to ensure teams using Data Center products are aware of and well prepared for the changes ahead.

Email

subject:

We’re planning on migrating to Atlassian Cloud! [ App Name(s) if applicable ]

content:

[ add organization banner image if available ]

Hi,
In [ year ], we are migrating [ Product Name(s) ] from Data Center to Atlassian Cloud.

Why Atlassian Cloud?

We’re making the move to cloud to:

  • Bring work together on a connected cloud platform where teams, tools, and data live in one place
  • Unlock intelligent experiences like Rovo that reduce context switching and accelerate workflows
  • Reduce admin overhead from managing on‑prem infrastructure
  • Gain access to new cloud features, enhanced security, and elastic scalability

Below you will find information regarding the Atlassian Cloud migration, including where to get more details.

When is migration?

Migration will be completed in [ quarter , year ]. A high-level timeline with milestones leading up to the migration is available here [ URL ]

Who is impacted?

All users of [ App Name(s) ], including owners, admins, and collaborative partners will migrate to Atlassian Cloud.

Where can I get more information?

Our migration hub [ URL ] contains FAQ, latest announcements, routine updates, and our migration timeline. Additional communications will be shared in the coming weeks and months to help you prepare for the migration. If you have questions, please reach out to us in [ Slack channel ] or at this [ email address ]

Thank you,

[ Name ]

Planning for Atlassian Cloud

Email

subject:

Planning for Atlassian Cloud: What’s Migrating, New Feature Highlight and Training Resources

content:

[ add organization banner image if available ]

Hi,
We are sharing details on what will migrate to Atlassian Cloud, a first look at Rovo, and how to engage in more training.

What is Migrating: Here is a living document [ URL ] that contains a comprehensive list of what will and won’t migrate for [ App Name(s) ]. This document will be updated throughout the prep and test phases.

Office Hours: Questions about what will migrate? Join us for one of our upcoming Office Hours sessions [ URL ]. Can’t attend? We will ensure the questions are added to our FAQ [ URL ].

New Feature Highlight: Rovo! Empower your teams to work smarter with Rovo by making AI part of your teams! Learn more at the Rovo Adoption Hub.

Comparison guides:

Want more training? 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.

Thank you,

[ Name ]

Invitation to User Acceptance Testing (UAT)

Email

subject:

Atlassian Cloud - Invitation to UAT

content:

[ add organization banner image if available ]

Hi,

You are invited to participate in our upcoming UAT for Atlassian Cloud. UAT is for a select set of users that includes [ add user group names here ]. Details on expectations and testing scenarios can be found at the UAT hub [URL]. Look for an email at the beginning of next week with the confirmed dates, a UAT guide, test cases, and invitations to optional office hours.

If you have questions, please reach out to us in [ Slack channel ] or file a support request here [ URL ]

Thank you,

[ Name ]

User Acceptance Testing (UAT) is ready for testing

Email

subject:

Atlassian Cloud UAT is now in session!

content:

[ add organization banner image if available ]

Hi,

Our new Atlassian Cloud UAT environment is ready for testing!

What should I expect?

  • The UAT phase will run from [ enter dates ]
  • The following prod-level functionality will not be available in the UAT instance:
    • Email & Slack notifications will be disabled
    • Inbound email will be disabled
    • APIs not yet migrated will need to be accessed through this link [ URL ]
    • Full list of functionality not available can be found on this page [ URL ]

How do I test?

See our Atlassian Cloud UAT Testing Instructions page [ URL ] for detailed information.

Where can I go for support?

Join our Atlassian Cloud UAT Office Hours! You can find the schedule here [ URL ].

Questions? Please reach out to us in [ Slack Channel ] or file a support request here [ URL ].

Rolling out Atlassian Cloud products

Email

subject:

We’re rolling out [ App Name(s) ] Cloud

content:

[ add organization banner image if available ]

Hi,
As you know, we have been working on migrating [ App 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 apps 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 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. ].

Atlassian Cloud migration is complete: THANK YOU!

Email

subject:

Thank you for your Atlassian Cloud migration support!

content:

Hi,

We’re excited to announce that the migration to Atlassian Cloud has successfully completed! [ App Name(s) ] are now available in the cloud as of today, [ Date ].

Thank you to everyone who was involved in this project, especially our leadership team.
Your guidance and support were essential to our success.

[ Add a sentence or 2 for each group involved in the migration - see next paragraph for an example ]

We also want to thank the [Migration Team name] for their hard work and dedication. They were instrumental in ensuring the on-premise instances remained operational, standing up legacy instances and handling the redirects for Day 1.

We’re confident that this migration will be a valuable asset to our teams. It will allow us to work more efficiently, collaborate more effectively, and get access to new features sooner.

Thank you again to everyone who was involved. We’re looking forward to seeing the benefits of this migration in the months and years to come.

Sincerely,

[ Name ]

Start using Atlassian Cloud

Email

subject:

Start using [ App Name ] Cloud!

content:

[ add organization banner image if available ]

Hi,

The [ App 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 ] will be available… 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 [ App 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 [ App Name ] Cloud

content:

[ add organization banner image if available ]

Hello,

We hope you’ve been enjoying using [ App 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 app 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 ]

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 [ App Name(s) ] Cloud! To make your experience with [ App 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 [ App Name ] Cloud?

content:

Hi there,

I hope you’ve had the opportunity to try out [ App Name ] Cloud. If you are using [ App 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 [ App 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 apps and app tools are you using on a day-to-day basis?
2. On a scale of 1-10, how comfortable are you with using [ App Name ] Cloud
3. What are your primary use cases for using [ App Name ] Cloud?
4. What is working well for your team today?
5. Are you responsible for training your team on how to use [ App Name ] Cloud?
6. Are you interested in getting more training & resources? For which apps/features? 

Thanks for your participation,
[ Name ]

Announcement banner (for cloud instances)

Your feedback matters! Now that you’ve been using [ App 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 app feature updates

Email

subject:

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

content:

Hi,

Great news! We’ve been working hard to improve [ App 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-app experience and we believe with these updates, you’ll get even more out of [ App 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 [ App 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 above are designed for a point in time - the introduction of your Atlassian apps. 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 using the last template to send monthly or quarterly newsletters to highlight new features, success stories, and use cases for Atlassian apps. Or, 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 plan for additional UAT and prepare your users.

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