Jira + Process Street Integration

You can integrate Process Street with Jira, using Process Street’s Automations.

This integration allows you to create an issue in Jira automatically, when a task is checked, or when a workflow run is completed.

Plan: This Automation is available to customers on all plans.

Users: In order to create or update Automations, you must be an Administrator or a Full Member with “edit” permissions.

Example use cases

  • You collect information about a technical issue from your support desk. When a specific task is completed, a bug ticket is raised for your engineering team to investigate, and a Jira issue number is attached back into your support workflow run
  • Your support team submit product feedback from customers through a workflow run and once complete, this sends a new issue to your product team to prioritize and then investigate

How to set up an automation with Jira

Before you get started you’ll need to have a few things set up in Jira Software, and in your Process Street workflow.

Preparations in Jira

  1. Create or login to your Jira account
  2. Create a project (or use an existing one)
  3. Consider which issue type you’re going to use (an epic, a task, a subtask etc.) to map details from Process Street into, and remember your choice for when you’re building your automation later

Preparations in Process Street

  1. Login to your Process Street account
  2. Create or open the workflow you’d like to use for your automation and start editing it
  3. Required: Add either a short or long text form field into a task that you will use later for mapping your Jira issue summary. Give it a name label so it is easy to identify when creating your automation later
  4. Optional: Add a snippet form field into a task that you can use later for mapping your Jira issue description (example shown above). Give it a name label so it is easy to identify when creating your automation later
  5. Optional: Add another short text form field where you can store your Jira ticket number or ID once it’s been created. Give it a name label so it is easy to identify when creating your automation later
  6. Save changes to your workflow

Now you’re ready to go ahead and start creating your automation!

Open your Process Street workflow

Head to your library and open up the workflow you’d like to create an automation for. When viewing the workflow you will see the “Automations” tab next to the workflow tab, as shown below.

Choose your trigger

Start by selecting the trigger for your automation from the left side of your screen. This will be the event that will cause the automation to start (like a starting pistol being fired to kick off a race).

For Jira you can choose from these two triggers:

  1. When a task is checked then
  2. When a workflow run is complete then

Click the + button on your chosen trigger to get started.

Let’s walk through examples for each of these triggers and their respective actions.

1. When a task is checked

Select “When a task is checked then” from the left side of your screen.

Choose a task

Start by selecting the task in your workflow that will act as your trigger.

Choose an app

Next, click the Jira icon and a small tick will appear to confirm your selection.

Choose an action

Select the action “create issue”.

Putting it all together, in this example, completing the task “Pass to engineering” in your customer support workflow run creates a Jira issue for the engineering team to investigate. It also adds a note of the Jira issue number back into the workflow run, so that you can refer back to it later.

Authentication

When you select your chosen action, a pop-up window will appear and you will be prompted to choose an Atlassian account to run your automation through.

If it’s the first time you are connecting to Jira via Process Street, a pop-up window will appear for you to be able to create a new authentication.

Note: You will need to disable pop-ups blockers to allow you to authorize an app.

When prompted for your Jira Site URL, use the full URL including the URL prefix, e.g. “https://[yourdomain].atlassian.net”.

If you already have an account connected, then you can continue with the one shown, or select another account to add.

Required: Configure Jira project and issue type

Choose which Jira project to create the issue in, and the issue type you would like to create. Remember the issue type you thought of earlier? This is where you’ll need to add it. Click “Next”.

Map summary and description fields

Required: Map the field from your workflow run, that you would like to pull into your Jira issue summary. This will be either a short text or a long text form field that you added to your workflow earlier.

Optional: Map the snippet form field from your workflow run, that you would like to pull into your Jira issue description.

Click “Next”.

Optional: Map data to update in Process Street

This allows you to push data like the Jira ID number or Jira Key, back into your workflow run for future reference.

Click “Add new mapping” to map more fields. When you’re done mapping fields, click “Finish”.

Activate this automation

Now you’re ready to turn on your automation. Use one of the toggle switches shown below, to switch it on.

Now every time your task is checked, an issue will be created in Jira, pre-filled with the data you have mapped from your Process Street workflow run. Your Jira ticket or ID number will also be mapped back into the same workflow run.

2. When a workflow run is complete

Choose your trigger

Select “When a workflow run is complete then” from the left side of your screen.

Choose an app

Next, click the Jira icon and a small tick will appear to confirm your selection.

Choose an action

Select the action “create issue

Putting all this together, in this example, completing a workflow run from your “Product feedback” process creates a task for the product department, who triage, prioritize and assign it to one of their team.

Authentication

When you select your chosen action, a pop-up window will appear and you will be prompted to choose an Atlassian account to run your automation through.

If it’s the first time you are connecting to Jira via Process Street, a pop-up window will appear for you to be able to create a new authentication.

Note: You will need to disable pop-ups blockers to allow you to authorize an app.

When prompted for your Jira Site URL, use the full URL including the URL prefix, e.g. “https://[yourdomain].atlassian.net”.

If you already have an account connected, then you can continue with the one shown, or select another account to add. Click “Next”.

Required: Configure Jira project and issue type

Choose which Jira project to create the issue in, and the issue type you would like to create. Remember the issue type you thought of earlier? This is where you’ll need to add it. Click “Next”.

Map summary and description fields

Required: Map the field from your workflow run, that you would like to pull into your Jira issue summary. This will be either a short text or a long text form field that you added to your workflow earlier.

Optional: Map the snippet form field from your workflow run, that you would like to pull into your Jira issue description.

Click “Finish”.

Activate this automation

Now you’re ready to turn on your automation. Use one of the toggle switches shown below, to switch it on.

Now every time you complete a workflow run from this workflow, an issue will be created in Jira in your chosen project, including a summary (and optional description) mapped across from your Process Street workflow run.

Advanced

If you’re looking to create a really robust integration with Jira, you can use a workflow run link that you create inside Salesforce’s custom links for each of your accounts. You run your workflow run, create an issue in Jira and then a Slack automation notifies your customer success team in their channel that a new issue has been created.


Edit an automation

To be able to edit the fields you have mapped in your automation, or change the triggers or actions, you first need to turn off your automation using one of the toggle switches.

Delete an automation

To remove an automation from a workflow, you can delete it, but first, you will need to ensure that it has been switched off. Turn the toggle switch to the “off” position and then click the trashcan icon in the top right of your view to delete the automation.

Limitations

There are no filters, delays, or formulas built into automations at the moment. To be able to utilize these types of functions, you might want to consider using a Zapier integration instead.

Request another app

If you would like to request that we add another app to our automations, you can do that from the help button in the bottom right corner of your screen. Click “Suggestions” and send us your request.

Troubleshooting

If your automation stopped running, isn’t working as expected, or is showing errors, there might be a few reasons for this. Please check the following:

  • Did you turn the automation on once you set it up? Each automation has a separate “on/off” toggle switch
  • Did you edit your workflow, change or delete a form field that you were mapping in your automation? If you did, then this may cause your automation to stop running
  • Did you edit your workflow but not save the changes? You need to have saved any edits to your workflow to have the latest version pull through to your automations
  • Each time your automation runs you will see a record of success or failure, in your run logs

Run logs

You can check your automation run logs to see how your automations are running, or check for errors. You will find the automation run logs in two places, on your workflow or on workflow runs.

In your workflow on the automations tab, select an existing automation from the left side of your screen (highlighted in blue below). At the bottom of your page, you will see a list of all of the automation runs for that workflow. If your automation hasn’t run yet, you’ll see something similar to the below.

In a workflow run, in the upper right-hand corner of your task list, you’ll see the lightning bolt icon. Click the icon to see the run logs for that particular workflow run.

If you have any errors, click the word “Error” to expand more information on why your automation didn’t run.

The lightning bolt icon will only show up on workflow runs that have automations configured on them. This is an automation’s idle state.

When an automation is running, you’ll see the bolt change to the icon.

Once the automation finishes running, you’ll see either for success or for failure. If it’s a failure, you can click on the X to see the run logs and then click on the “Error” log for more information.

If you have any questions about using Automations, please reach out to our Process Pros team.


 

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