Integrating With Jira Cloud (Dashboard 2.0)

Connect Ziflow and Jira to automate the syncing of review progress with Jira.

Updated over a week ago

Summary: With our Jira (Cloud) integration, users can extend their Ziflow online proofing operations to Jira. Users can automatically create complete to-do's/lists, and update tasks in Jira for new proofs, comments, decisions, and more to keep their team up to date in the tools they're already using.

Available on: Pro & Enterprise editions.

Follow the instructions on how to:

Please note that before setting up the integration between Ziflow and any third-party tool, it is necessary to connect Ziflow with the external application first. The process of connecting Ziflow to external applications can be found below.


How to connect with Jira

To integrate Jira with Ziflow, open the Connect tab in the Ziflow account and click on the Applications tab on the left. Once inside the Applications menu, click on the Connect Application button and select Jira from the list.

Connecting Ziflow with Jira application

Once you authenticate in Jira and authorize Ziflow to connect with the Jira account, you can start setting up automated actions between Ziflow and Jira.

To enable Jira fields at the proof level, please go ahead and navigate to the connection settings and activate them by selecting the Show option.

Setting up Jira automated flows

Once Ziflow and Jira are connected, you can begin setting up automated flows to send information to Jira. Start by going to the Connect tab and by clicking on the Create Flow button in the upper right corner of the screen.

Create flow button in Ziflow

Select Ziflow as the Application and choose which Event (new proof/version, decision made, new comment/reply, comment resolved, comment labeled) you want to trigger the integration.

Create flow with Ziflow as application and select event trigger

You will be presented with the event details page, which will vary depending on which event you selected. There are nine different types of events:

New proof/version

New proof/version event settings in Ziflow
  1. Triggered by - select the type of request that will trigger the Zibot.

  2. Created in - select the Ziflow folder that this flow will monitor.

  3. Created by - select the user responsible for this flow activation.

  4. Created from - you can also select a source event from which the flow will be triggered: Ziflow, Adobe Creative Cloud, Asana, monday.com, Zibot intake form, Dropbox, Google Drive, or Final Cut Pro.


Proof updated

Proof updated event settings in Ziflow
  1. Triggered by - select the type of request that will trigger the Zibot. Use various events that might trigger the flow: folder change, proof settings updated, custom property edited, integration properties changed.

  2. Modified in - select the Ziflow folder that this flow will monitor.


Decision made

Decision made event settings in Ziflow
  1. Triggered by decision made - select on what level a decision needs to be made to activate the flow. We might distinguish three different levels of decision: on proof, on stage, and by reviewer.

  2. Type of decision - choose the type of decision that needs to be made to activate the flow.

  3. Created in - select the Ziflow folder that this flow will monitor.


New comment/reply

New comment/reply event settings in Ziflow
  1. Triggered by new comment / new reply - please select whether a comment or a new reply should trigger the flow.

  2. Made by - choose if a Zibot should be activated by a specific reviewer or anyone who adds a comment/reply.

  3. Created in - select the Ziflow folder that this flow will monitor.


Comment resolved

Comment resolved event settings in Ziflow
  1. Created in - select the Ziflow folder that this flow will monitor.


Comment labeled

Comment labeled event settings in Ziflow
  1. Trigger by label made - please determine whether this event should prompt action based on adding labels to comments, replies, or both.

  2. Comment is labeled as - select which label(s) should trigger a Zibot.

  3. Created in - select the Ziflow folder that this flow will monitor.


Stage updated

Stage updated event settings in Ziflow
  1. Triggered by - select which type of the stage updated event should trigger the Zibot. There are three types of stage update events: reviewer added, reviewer removed, stage locked, and deadline changed.

  2. Modified in - choose the Ziflow folder that this flow will monitor.


Stage started

Stage started event settings in Ziflow
  1. Triggered by - select which type of the stage updated event should trigger the Zibot.

  2. Modified in - choose the Ziflow folder that this flow will monitor.


Comment reaction

Comment reaction event settings
  1. Triggered by - choose to start a flow based on reactions added to comments, replies, or both.

  2. Comment reacted with - select what type of reaction should trigger a flow.

  3. Created in - select the Ziflow folder that this flow will monitor.


Setting up Jira Zibot action

After saving the event flow triggers, choose a Jira Zibot action that will pass the information set in the previous step directly to Jira:

Setting up Jira Zibot actions in Ziflow

Use following Zibots

  1. Search Jira Project - with this, Zibot users can search for Jira projects with their project key or name:

    Search Jira Project Zibot configuration

  2. Search Jira Issue - with this, Zibot users can search for Jira issues with their key or name:

    Search Jira Issue Zibot configuration

  3. Create Jira Issue - adds a new issue inside the selected workspace and project. Issue title and description can be filled in using our built-in token selector.

    Create Jira Issue Zibot configuration

  4. Transition a Jira Issue - helps with transitioning Jira Issue from one issue type to another.

    Transition a Jira Issue Zibot configuration

  5. Add comment to Jira Issue - lets adding comments to selected Jira issues.

    Add comment to Jira Issue Zibot configuration

And you're done! Ziflow will now send or update data in your designated Jira account.


Connect Ziflow proofs with Jira issues

Once you've connected Jira to Ziflow, you can start manually linking proofs with the Jira issues from the Integrations tab while creating proofs or editing proof details.

It's important to remember that integration fields must be enabled in the application settings to be used while configuring or editing proofs.

Connecting proofs manually with Jira issues is very quick and straightforward. During the proof configuration, simply open an integrations tab and select the Jira issue details (workspace, project, and issue).

Connect Ziflow proofs with Jira issues


Jira flow examples

Add a new Jira issue and populate application fields upon new proof creation in Ziflow

Before you start configuring the flow, please make sure to read the Ziflow internal Zibots article. This step is necessary because you need to connect Ziflow as an internal application in order to use it to update proofs.

1. Select the needed event trigger. In most cases, it will be a New Proof/Version event. This event will trigger once the new proof is created.

Create a new flow with Ziflow as application and a New Proof/Version as an event trigger

2. Choose Create Jira issue from the Zibot list:

Adding Create Jira issue Zibot as a first flow action

3. Fill out all necessary data in the Zibot configuration. In my example, I want to add a new issue (I've selected Task as in issue type) to the Ziflow Review project at the ziflow workspace whenever a new proof is created on the Ziflow side. Please note that you can use a variety of different tokens from the list (I went with a PROOF.NAME as a Task name and PROPERTIES.[PROOF.DETAILS].[DESCRIPTION] as a task description).

Create Jira issue Zibot configuration

4. Next, you must add three internal Ziflow Zibots (Update proof integration property). They aim to populate the application fields (Workspace ID, Project ID & Issue ID) of a newly created proof with information sourced from Jira.

5. Fill out the Update proof integration property Zibots configuration.

Update proof integration property Zibots configuration

7. Save and turn on the flow as a last step of flow configuration.

8. Create a proof to trigger the automation and check if the issue was added correctly in Jira.

Test if flow is triggered when you upload a new proof

Supporting Material:

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