Integrate Ziflow online proofing workflows into Jira Cloud to automatically create to-do items and update Jira tasks based on new proofs, comments, and decisions to keep your team in sync.

Available on: Pro Enterprise

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  Before setting up the integration between Ziflow and any third-party tool, you must connect Ziflow with the external application. 

  1. Log into Ziflow. From the main navigation pane, select the Connect tab.
  2. Select Applications to open the applications list. Find the Jira application and select Connect.
     
     
  3. In the Authorize app dialog box, review the information and select Accept. Once you authenticate in Jira and authorize Ziflow to connect with Jira, you can set up automated actions between Ziflow and Jira.

  4. Select the Jira tile again, choose the Settings tab, and select Show next to the Application fields on a proof to enable Jira fields at the proof level.
      

     

   

  Set up Jira automated flows

  Once Ziflow and Jira are connected, you can set up automated flows to send information to Jira.

  Before you begin, connect your Ziflow app. See Connect your Ziflow app.

  1. Choose Connect and select Create Flow in the upper-right corner of the window.
     
     

  2. Select Ziflow as the Application and choose which Event you want to start the integration. For more information, see Ziflow events.
     
     
      

  3. Add a SharePoint Zibot action to continue.

   

  Jira Zibot actions

  After Choosing a Ziflow event, choose a Jira Zibot action that will pass the information from the Ziflow event directly to Jira. Once your actions are set up, Ziflow will send or update data in your designated Jira account.

  

  Search Jira Project

  Search Jira Issue by name

  Create Jira Issue

  Create Jira Subtask

  Transition a Jira Issue

  Add comment to Jira Issue

  Jira integration glossary

  Term	Definition
  Workspace	A Jira site or instance
  Project	The name of the project (example, Design).
  Project Key	Short uppercase identifier for a project (example, DES).
  Issue Key	Unique ID of an issue: PROJECT-Number (example, DES-417).
  Issue Type	The category of work an issue represents (Task, Bug, Story, Epic). It must match the allowed types for the selected project.
  Subtask	An issue that belongs to a parent issue. It cannot exist independently, Ziflow requires a parent issue.
  Parent Issue	The main issue a subtask belongs to.
  Transition	Workflow action that moves an issue from one status to another. Required for changing issue states; not the same as status.
  Status	The current state of an issue (example, To Do, In Progress, Done). Status cannot be set directly, it uses a transition.
  Transition ID	Jira-assigned internal ID for a workflow transition. You can find Transition IDs if you use API calls.

  Search Jira Project

  Use to search for Jira projects with their project key or name.

  Field	Description
  Workspace	Choose the Jira workspace
  Project key or name	Choose the project key or name

  

  Search Jira Issue by name

  Use to search for Jira issues with their key or name.

  Field	Description
  Workspace	Choose the Jira workspace
  Project	Choose to select a project from the workspace or enter a Project ID directly or using the Search Jira project Zibot.

  

  Create Jira Issue

  Use to add a new issue inside a workspace and project. The issue title and description can be filled in using our built-in token selector.

  Field	Description
  Workspace	Choose the Jira workspace
  Project	Choose to select a project from the workspace or enter a Project ID directly or use data from the Search Jira project Zibot.
  Issue type	Choose to select from a list of project issues or enter an issue ID or use data from the Search Jira issue by name Zibot.
  Issue title	Enter a name for the issue
  Issue description	Enter the text or data you would like added to the Jira description.

  

   

  Create Jira Subtask

  Use to add a new subtask to a Jira issue.  

  Field	Description
  Workspace	Choose the Jira workspace
  Project	Choose to select a project from the workspace or enter a Project ID directly or use data from the Search Jira project Zibot.
  Subtask type	Choose to select a subtask type from the project or enter a subtask ID directly or use data from a previous Zibot.
  Parent issue key	Enter the issue key of the Parent issue (usually from a previous Zibot).
  Subtask title	Enter a name for the subtask
  Subtask description	Enter the text or data you would like added to the subtask description.

  

  Transition a Jira Issue

  Use to help with transitioning Jira Issue from one issue type to another.

  Field	Description
  Workspace	Choose the Jira workspace
  Transition source	Select transition from Jira configuration: If you are a Jira admin, choose this option Select from specific project issue: Select to choose a transition from a project. You do not need to be a system admin for this option. Provide transition ID: Enter a transition ID
  Depending on your transition source, you will see different options:
  Select project	Choose a project from the list
  Select issue type	Choose an issue type
  Example issue key	Enter an example issue key from any Jira ticket that exists in the specified project.
  Select transition	Select the status you want the Jira issue to transition to.
  Transition ID	Enter the transition ID
  Issue key	Select the issue key. This may come from a previous Zibot.

  

  Add comment to Jira Issue

  Use to add information to the comment area of a selected Jira issue.

  Field	Description
  Workspace	Choose the Jira workspace
  Issue key	Select the issue key. This may come from a previous Zibot.
  Comment	Enter the information you want added to the comment.

  

   

  Connect Ziflow proofs with Jira issues

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

  If you do not see Jira in the Integrations tab, enable it in the application settings. Go to the Connect tab, select the Jira application, choose the Settings tab, and select Show next to the Application fields on a proof to enable Jira fields at the proof level.

  To connect proofs manually with Jira issues during the proof configuration, open an integrations tab and select the Jira issue details (workspace, project, and issue).

  

  To set up a flow to create a Jira issue when you create a new proof, see Jira flow examples.

  Related articles

  • Jira flow examples

  • API Reference Page

• Follow the instructions on how to:

  • Connect with Jira

  • Set up Jira automated flow

  • Set up Jira action

  • Jira flow examples
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  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 then 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.

  

  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.

  

   

   

  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.

  

  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.

  

  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

  • Proof Updated

  • Decision made

  • New comment/reply

  • Comment resolved

  • Comment labeled

  • Stage updated

  • Stage started

  • Comment reaction

   

  New proof/version

  

  1. Triggered by - select the type of request that will trigger the Zibot.

  2. Created in - select the Ziflow folder that will be monitored by this flow.

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

   

  Proof updated

  

  1. Triggered by - select the type of request that will trigger the Zibot.

  2. Modified in - select the Ziflow folder that will be monitored by this flow.

   

  Decision made

  

  1. Triggered by decision made - select what level decision needs to be made to activate the flow.

  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 will be monitored by this flow.

   

  New comment/reply

  

  1. Triggered by new comment / new reply - choose which option should activate the flow.

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

  3. Created in - select the Ziflow folder that will be monitored by this flow.

   

  Comment resolved

  

  1. Created in - select the Ziflow folder that will be monitored by this flow.

   

  Comment labeled

  

  1. Comment is labelled as - select which label(s) should trigger a Zibot.

  2. Created in - select the Ziflow folder that will be monitored by this flow.

   

  Stage updated

  

  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

  

  1. Triggered by - select which type of the stage updated event should trigger the Zibot.

  2. Modified in - choose the Ziflow folder that will be monitored by this flow.

   

  Comment reaction

  

  1. Triggered by - choose if you want to trigger a flow based on reactions added to comments or replies.

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

  3. Created in - select the Ziflow folder that is going to be monitored by this flow.

   

   

  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:

  

  Use following Zibots

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

     

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

     

  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.

     

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

     

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

     

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

   

  Jira flow examples

   

  Add a new item and update the column

  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.

  

  2. Choose Create Jira issue from the Zibot list:

  

  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).

  

  4. Create a proof that will trigger the automation and check if the Task, along with the description, was added correctly in Jira.

  

   

  Supporting Material:

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    • API Reference Page