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Automation to create task from another Jira instance

Zaldy Parian
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March 19, 2023

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.

4 answers

1 accepted

1 vote
Answer accepted
Katarzyna Szumilas_Deviniti_
Marketplace Partner
Marketplace Partners provide apps and integrations available on the Atlassian Marketplace that extend the power of Atlassian products.
March 20, 2023

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

Zaldy Parian
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March 20, 2023

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_
Marketplace Partner
Marketplace Partners provide apps and integrations available on the Atlassian Marketplace that extend the power of Atlassian products.
March 21, 2023

Hi @Zaldy Parian

  1. 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.

    image.png
  2. 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.
  3. There is no limit on the number of mapped fields.
  4. 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
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March 21, 2023

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....

mapping.png

Katarzyna Szumilas_Deviniti_
Marketplace Partner
Marketplace Partners provide apps and integrations available on the Atlassian Marketplace that extend the power of Atlassian products.
March 21, 2023

Hi @Zaldy Parian

Glad to hear that the feature with JQL conditions will be useful for you :)

Regarding the problem with the Priority and Business Unit fields -  unfortunately, I'm not able to reproduce it so I'm afraid that further details of your configuration will be needed to troubleshoot it.
Could you please raise a support request using our Customer Portal and provide us with both fields' IDs, type of Business Unit field, mapped projects types, and instance URL? Also, info on any errors in the developer console will be appreciated!

Zaldy Parian
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March 21, 2023

Hi @Katarzyna Szumilas_Deviniti_ 

Ignore my updates above. I found out what keeping me to map the fields. It is actually the Screen configuration. What I did was, I created a new issue from the source project, and click the option  three dots (...) on the top corner and select 'Find you field'. That tells me if the fields is present in the screen.

Thansk for your help and patience. Hoping to see the new feature to add JQL as condition for trigger.

Cheers,

Katarzyna Szumilas_Deviniti_
Marketplace Partner
Marketplace Partners provide apps and integrations available on the Atlassian Marketplace that extend the power of Atlassian products.
March 21, 2023

Great to hear that you managed to define the root cause of the issue!
And thank you for your understanding regarding the JQL feature - developing it should take us a few days more, but seeing a user in need is always an extra motivation :) 

Like Zaldy Parian likes this
Zaldy Parian
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March 28, 2023

Hi @Katarzyna Szumilas_Deviniti_ ,

Any update on the new feature to include condition or trigger to the sync through JQL?

Katarzyna Szumilas_Deviniti_
Marketplace Partner
Marketplace Partners provide apps and integrations available on the Atlassian Marketplace that extend the power of Atlassian products.
March 29, 2023

Hi @Zaldy Parian

Yes! It has been just released :) 

Zaldy Parian
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March 29, 2023

Thanks, @Katarzyna Szumilas_Deviniti_ .

I'll check out the documentations for some guidelines and tips.

Cheers!

Zaldy Parian
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April 16, 2023

Hi @Katarzyna Szumilas_Deviniti_ 

Quick question.....
Is it possible to hide the Issue Sync Lite icon/label from the right panel of issue?

A lot of our users are consiously clicking on it to see what it is.

 

Regards,

Katarzyna Szumilas_Deviniti_
Marketplace Partner
Marketplace Partners provide apps and integrations available on the Atlassian Marketplace that extend the power of Atlassian products.
April 17, 2023

Hi @Zaldy Parian

Would you like to hide it for specific user groups or roles or for projects where synchronization is not used?

Cheers,
Kasia

Zaldy Parian
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April 17, 2023

Hi @Katarzyna Szumilas_Deviniti_ 

Yes, i want to hide it except from people in Administrator role and if possible, for issue type = Incidents or Service Requests.

 

Thanks, mate. 

Katarzyna Szumilas_Deviniti_
Marketplace Partner
Marketplace Partners provide apps and integrations available on the Atlassian Marketplace that extend the power of Atlassian products.
April 17, 2023

Thanks for your prompt response Zaldy.
It's not possible to manage the panel visibility right now, but it sounds like a good idea to implement in the future! I appreciate you sharing it!

We will add it to the backlog and start gathering the interest of our clients in it.
You can follow our progress by raising a new feature request via Customer Portal or by observing the product roadmap here.

2 votes
Syed Majid Hassan -Exalate-
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March 26, 2023

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
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April 17, 2023

Thanks, anyway. 
Enjoy the rest of your Monday.

Cheers.

0 votes
Alex Koxaras _Relational_
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March 20, 2023

Hi @Zaldy Parian 

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

  1. Create application link between the two instances
  2. 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:

  1. Cog wheel > Products
  2. Application Links
  3. Paste the URL for the destination instance
  4. 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
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March 20, 2023

Hi Alex,

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

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

Any idea why? Anything I missed in the setup?

Alex Koxaras _Relational_
Community Leader
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March 20, 2023

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
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March 20, 2023

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.

Alex Koxaras _Relational_
Community Leader
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March 20, 2023

@Zaldy Parian ask your jira admin to set it up.

Zaldy Parian
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March 20, 2023

Thanks, @Alex Koxaras _Relational_ 

Unfortunately, I am the Jira admin in our company :-( 

0 votes
Jeroen Poismans
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March 20, 2023

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

Zaldy Parian
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March 20, 2023

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

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