Jira + Process Street Integration (Beta)

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

This automation allows you to create an issue in Jira, when a task is checked, or when a checklist is completed.

Plan: This premium automation is available to customers on our Standard & Enterprise plans.

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

Example use cases

  • You collect information about an 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 checklist
  • Your support team submit product feedback from customers through a checklist 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

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

Choose a trigger

Start by selecting the trigger for your automation, from the left side of your screen.

For Jira you can choose from these two triggers:

  1. When a task is checked then
  2. When a checklist 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

In this example, completing the task “Pass to engineering” in your customer support checklist creates a Jira issue for the engineering team to investigate, and adds a note of the issue number back into the checklist.

Choose your trigger

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

Choose a task

Start by selecting the task in your template 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”.

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.

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.

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

Configure Jira project and issue

Choose which Jira project to create the issue in, and the issue type to create.

Map summary and description fields

Next, you need to map the fields from your checklist, that you would like to pull into your Jira issue’s summary and description. You can use a snippet form field for the description, as per the example below.

Map data to update in Process Street (optional)

Optional: Map fields from Jira back to Process Street. This allows you to push data like the Jira issue number back into your checklist 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 checklist. Your Jira ticket number will also be mapped back into the same checklist (refresh your checklist to see the data pulled through).

2. When a checklist is complete


In this example, completing a checklist from your “Product feedback” checklist creates a task for the product department, who triage, prioritize and assign it to one of their team.

Choose your trigger

Select “when a checklist is complete” 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

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.

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.

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

Configure Jira project and issue

Choose which Jira project to create the issue in, and the issue type to create.

Map summary and description fields

Next, you need to map the fields from your checklist, that you would like to pull into your Jira issue’s summary and description. You can use a snippet form field for the description.

Once you’ve done that, 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 checklist from this template, an issue will be created in Jira in your chosen project, including a summary and description mapped across from your Process Street checklist.

Advanced

If you’re looking to create a really robust integration with Jira, you can use a checklist run link that you create inside Salesforce’s custom links for each of your accounts. You run your checklist, 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 template, 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 for your automation.

Request another app

If you would like to request that we add another app to our automations, you can do that from the automation tab in your template.

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 template, 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 template but not save the changes? You need to have saved any edits to your template to have the latest version pull through to your automations
  • If you are updating a checklist with data from another app, you may need to refresh your checklist to see that data pulled through
  • 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, at the template level or on checklists.

In your template 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 template. If your automation hasn’t run yet, you’ll see something similar to the below.

In a checklist, 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 checklist.

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 checklists 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 customer success team.


 

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