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Automation to create task from another Jira instance

Zaldy Parian

Hi all,

We got 2 instances of Jira: Jira Service Mgmt, used by internal and external users; and Jira Software, used internally for project kanban/scrum boards.

I wanted to create an automation when a ticket is created in JSM for a particular request type, it will trigger to create a new task in Jira Software.

How do I make the integration between our 2 Jira intances without a paid app?

In the automation action Create issue, I can only find projects within JSM. I cannot pick a project from Jira Software. What setup/config i need to have our 2 Jiras talking to each other?

Thanks.

Accepted answers

Katarzyna Szumilas_Deviniti_

Hi @Zaldy Parian

Not sure if you consider using an unpaid 3rd party app, but the one developed by my team is free and lets you connect two separate Cloud instances or projects within minutes and without coding.
Issue Sync Lite can automatically create an issue in a Software project once a particular request type is created in JSM - it will not only copy the fields' values, comments, and attachments but also keep both issues in sync when their value changes.

If that sounds interesting our team can arrange a free demo for you via Calendly.

Fingers crossed for finding the right solution!
Kasia from Deviniti

All comments

Jeroen Poismans

Hi there!

If the requirement here is to simply create a task from 1 instance to another, without additional syncing afterwards and without extra apps, I would suggest Send a webrequest from automation (with a custom body):

Screenshot 2023-03-20 at 07.59.37.png

The body can also contain Smartvalues from the triggering issue.

To construct the body and info on how to make the REST call:
https://developer.atlassian.com/cloud/jira/platform/rest/v3/api-group-issues/#api-rest-api-3-issue-post

More info on Smartvalues:
https://support.atlassian.com/cloud-automation/docs/smart-values-in-jira-automation/

With these resources you should be able to get there.

Hope this helps!

Jeroen

Alex Koxaras -Relational-

Hi @Zaldy Parian

In order to accomplish that you have to do two steps:

Create application link between the two instances
Create an automation rule

The first step is important only if you want to link the two tickets. If you don't want to link them, then skip it. To create an application link you'll need to be a Jira Admin on both cloud instances. Then follow these steps:

Cog wheel > Products
Application Links
Paste the URL for the destination instance
Create new link > Follow the instructions per screen

The above will give you the ability to link issues between the two instances. Keep in mind that on both instance you have to manually allow this link by clicking allow.

The second step is to create an automation rule, indeed by sending an HTTP request to the other instance. There is a detail article here https://community.atlassian.com/t5/Jira-articles/Automation-for-Jira-Send-web-request-using-Jira-REST-API/ba-p/1443828 which you can read and guide you through the necessary steps. The most important thing is the API token and how to encode it on base.

Let me know if that helps.

Zaldy Parian

Hi Alex,

Thanks for your response and guidance.
I was able to create the application link....

But I still cannot find any project from our Jira Software instance.

Any idea why? Anything I missed in the setup?

Alex Koxaras -Relational-

Hi @Zaldy Parian

The application link will be used only to link issues between the two instances. You will not be able to create issues from the Jira Automation. You have to do the second step as well.

Zaldy Parian

Hi @Jeroen Poismans ,

Thank you for your suggestions. I'm not too familiar with writing a code. I was reading the JSON code, but, admittedly , I do not understand it.

I hope I could find samples in the web when I Google your suggestions. Fingers crossed.

Thanks,
Zaldy

Zaldy Parian

Hi @Alex Koxaras -Relational- ,

I think this is too much for me to comprehend. I don't even know what a webhook. The base64 website says... "Simply enter your data and push the encode button". I'm not sure which data i have to enter.

Katarzyna Szumilas_Deviniti_

If that sounds interesting our team can arrange a free demo for you via Calendly.

Fingers crossed for finding the right solution!
Kasia from Deviniti

Zaldy Parian

Hi @Katarzyna Szumilas_Deviniti_ ,

Few questions on this app...
1. How to sync standard fields, like Priority and Reporter? I can't seem to find them in the dropdown of available fields.

2. If the custom field is available from the source project, but I want to map it to another custom field to the target project with different fieldname; how do I do the mapping?

3. Is there a limit on how many fields to be mapped?

4. And, can you set condition to trigger the sync? For example I only want to do the sync when issue type = Service Request and category = Reporting.

Thanks for your response and suggestions.

Cheers,

Katarzyna Szumilas_Deviniti_

Hi @Zaldy Parian

Both mentioned fields - Priority and Reporter are supported - you can find them by typing their names in the drop-down, as shown on the screenshot. If for some reason you can't find it - please drop us a request via Customer Portal so our team can have a look at that.
That's not a problem - you can map different fields no matter their name. However please note, that not all field types are compatible with each other - for example, a date field can't be mapped to a user picker field.
The full list of supported mappings can be found in our documentation here.
There is no limit on the number of mapped fields.
That's the feature we are working on in the current sprint! Right now you can define the synchronized issue type in the second step of the configuration wizard. In a week we will also make it possible to define custom JQL and set custom conditions (as a category) according to your needs.

Hope that helps!
Kasia

Zaldy Parian

Hi @Katarzyna Szumilas_Deviniti_ ,

Thanks for your follow-up reply. I'm so excited to see the option to use JQL and set it as a condition to trigger the sync.

With the missing fields in Fields mapping step, I made sure the the fields are present in both projects. And that all of them are visible in Create/Edit/View screens. But for some odd reasons, I still cannot pick and select the Priority field. I could be doing it wrong??? Hope the screenshots below will help....

Syed Majid Hassan -Exalate-

Hi,

This is Majid @ Exalate.

This can be achieved in two ways mainly i.e.:

Use Jira Automation to set this up and create rules accordingly.
Use a synchronization app (paid/free) t o map the fields accordingly.

Exalate does offer a free version that could be sufficient to your needs (but I dont know the exact needs here). Please let me know if you need a hand here to understand what the correct solution would be.

Thanks

Majid

Zaldy Parian

Thanks, anyway.
Enjoy the rest of your Monday.

Cheers.

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