Integrate Jira Cloud

Mike Salyga
Mike Salyga
  • Updated

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 editions.

  • Connect with Ziflow and Jira

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


    1. Log into Ziflow and go to Connect > Applications.
    2. Find the Jira tile and select Connect.
      Jira-Cloud-Int1.png
    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.

    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.

    Jira-Cloud-Int2.png

     

    Set up Jira automated flows

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

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

      Create flow button in Ziflow

    2. 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.

    Ziflow events

    Depending on the event you selected, the events on the event details page will vary:

    New proof/version

    An event is triggered by creation of a new proof or a new proof version.

    Field Description
    Triggered by Select the type of request that will trigger the Zibot.
    Created in Select the Ziflow folder that this flow will monitor.
    Created by Select the user responsible for this flow activation.
    Created from Select a source event from which the flow will be triggered.

     

    Proof updated

    An event is triggered by a proof update.

    Field Description
    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.
    Modified in Select the Ziflow folder that this flow will monitor.

     

    Decision made

    An event is triggered by a decision.

    Field Description
    Triggered by decision made Select which level a decision needs to be made to activate the flow. For example, you might distinguish three different levels of decision: on proof, on stage, and by reviewer.
    Type of decision Choose the type of decision that needs to be made to activate the flow.
    Created in Select the Ziflow folder that this flow will monitor.

     

    New comment/reply

    An event is triggered by a new comment or a reply.

    Field Description
    Triggered by new comment / new reply Select whether a comment or a new reply should trigger the flow.
    Made by Choose if a Zibot should be activated by a specific reviewer or anyone who adds a comment/reply.
    Created in Select the Ziflow folder that this flow will monitor.

     

    Comment resolved

    An event is triggered by a resolved comment.

    Field Description
    Created in Select the Ziflow folder that this flow will monitor.

     

    Comment labelled

    An event is triggered by a comment label.

    Field Description
    Trigger by label made Select whether this event should prompt action based on adding labels to comments, replies, or both.
    Comment is labeled as Select which label(s) should trigger a Zibot.
    Created in Select the Ziflow folder that this flow will monitor.

     

    Stage updated

    An event is triggered by updating a stage.

    Field Description
    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.
    Modified in Select the Ziflow folder that this flow will monitor.

     

    Stage started

    An event is triggered by starting a stage.

    Field Description
    Triggered by Select which type of the stage updated event should trigger the Zibot.
    Modified in Select the Ziflow folder that this flow will monitor.

     

    Comment reaction

    An event is triggered by a comment reaction.

    Field Description
    Trigger by  Select whether to start a flow based on reactions added to comments, replies, or both.
    Comment reacted with Select what type of reaction should trigger a flow.
    Created in Select the Ziflow folder that this flow will monitor.

     

    Set up a Jira Zibot action

    After saving the event flow triggers, choose a Jira Zibot action to pass the information set in the previous step directly to Jira. Once your actions are set up, Ziflow will send or update data in your designated Jira account.

    Set up Jira Zibot actions in Ziflow

    Search Jira Project

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

    Search Jira Project Zibot configuration

    Search Jira Issue

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

    Search Jira Issue Zibot configuration

    Create Jira Issue

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

    Create Jira Issue Zibot configuration

    Create Jira Subtask

    Use to add a new subtask to a Jira issue.  Create-Jira-subtask.png

    Transition a Jira Issue

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

    Transition a Jira Issue Zibot configuration

    Add comment to Jira Issue

    Use to add comments to selected Jira issues.

    Add comment to Jira Issue Zibot configuration

     

    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.

    Note: Integration fields must be enabled in the application settings to be used while configuring or editing proofs.

    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).

    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

  • 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 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.

    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.

    Jira application on a connections list

     

     

    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 a flow with Ziflow as application and then select an 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
    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

    Proof updated event settings in Ziflow
    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

    Decision made event settings in Ziflow
    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

    New comment/reply event settings in Ziflow
    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

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

     

    Comment labeled

    Comment labeled event settings in Ziflow
    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

    Stage updated event configuration
    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 will be monitored by this flow.

     

    Comment reaction

    Comment reaction event settings
    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:

    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.

     

    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.

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

    Test if flow is triggered when you upload a new proof

     

    Supporting Material:

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