JIRA calendar integration sync with Outlook calendars?

[Roxsanne]

Hello everyone,

I'm working on a request from our team to explore JIRA calendar integration options that can sync with our Outlook calendars.

To clarify the workflow, when we create a ticket in our service management with a due date, we aim to have a corresponding calendar item created in our Outlook calendars.

Has anyone had experience with such integrations or can guide on how to achieve this synchronization, especially for recurring tasks? We've been facing issues with task visibility in their calendars, and we want to assist them in resolving this matter. Your insights and expertise would be greatly appreciated. Thank you!

[Marcus Jones · Accepted solution]

Hi @Roxsanne !

I have a similar use case which I was able to solve with the help of Power Automate. Since your using Outlook calendars, you may already have licensing for power automate since it's a Microsoft product, but depends on your M365 licensing. 

You'll need to create the base of your Power Automate flow so that you can get the Web Request URL, which you'll use for your Jira automation. You can then build a simple Jira automation that sends a webhook to your power automate URL when the due date field is added.

Here is a snippet of the custom payload: 

{
"subject": "{{issue.summary}}",
"start": {
"dateTime": "{{issue.duedate}}",
"timeZone": "EST"
},
"end": {
"dateTime": "{{issue.duedate}}",
"timeZone": "EST"
}
}

[Ammar Esmaeel]

Hello Marcus,

can you please tell me how to get the HTTP post URL from my Azure environment

we use cloud Azure and only as SAAS, so some features are not available to us

Cheers

[Marcus Jones]

Hi @Ammar Esmaeel , are you using Power Automate, or perhaps Logic Apps in your Azure tenant or are you using some other orchestration tool?

[Ammar Esmaeel]

Hi Marcus,

we use power automate

so just to clarify further:

1-I have created Jira automation that sends emails to Outlook when an issue is created., the automation checks for the assignee and then sends the email, in the body of the email, a start date and due date are mentioned

2- I went to Power Automate to create and automate 'When an email is received' from Jira automation to create a calendar event, but it is hard to make the Power Automate flow understand the body of the email and create an event calendar based on the start date and due date

now in Jira the automation it sends the email in HTML

I was playing around with JSON parsing but it is way too advanced for me.

if you have any suggestions on how to solve this, I would appreciate it

it doesn't have to be what I did, anything that would work, would be great

[duncan]

Hi Ammar,

Did you get Power automate to work for you?

Hi Marcus,

Is there a guide where I can follow on how to use the Webhook feature?

Thank you,

Duncan

[Ammar Esmaeel]

Hey Duncan,

nope didn't work

[Steve S_]

Thank you, Marcus, for your help with this; wanted to share the changes I made to the json statements that allowed this solution to work for me.

(I was running into an issue where the only thing that Power Automate was correctly grabbing was the Summary - it turned out to be a problem with my json statement - this is the correction I made)

Power Automate json:

{

"type": "object", "properties": { 

"subject": {"type": "string"},

"key": {"type": "string"},

"start": {"type": "string"},

"end": {"type": "string"},

"details": {"type": "string"}

}

}

Jira json:

{
"subject": "{{issue.summary}}",
"key": "{{issue.key}}",
"start": "{{issue.customfield_name.convertToTimeZone("America/New_York").jqlDateTime}}",
"end": "{{issue.customfield_name.convertToTimeZone("America/New_York").jqlDateTime}}",
"details": "{{issue.description}}"
}

Hope this helps others struggling with the same problems I was.

[Marcus Jones]

Fantastic Steve, apologies I never got back to you, I fell ill for a while. I'm glad you were able to get this worked out! Thanks for sharing your solution!

[Kiri B]

@Marcus Jones @Steve S_ 

Thank you for your answers! Very helpful. I'm just wondering also if there is a way to put custom fields into the automation? 
I'm aiming to do similar to the above with an email from automation and then pull from that with power automate but I can't work out how to include the fields that I have created in my tickets myself, not just the standard Jira Smart Values? 

Thanks for any help! 

[Steve S_]

Hello Kiri.

Have you tried using the 'customfield_id'?  If not, use REST/API to get the number:

example:

https://<your-domain-here>.atlassian.net/rest/api/2/issue/<issue-number>

Then search for your custom field name and it will show you the id... it will look something like: customfield_10113

... then your json will look something like this:

Jira json:

{
"field name: "{{customfield_10113}}"

}

-Steve