Use row groups to keep Jira issues organized in Smartsheet

Applies to

Smartsheet Advance Package


Who can use this capability

The Workflow Owner can define row groups when creating workflows or edit an existing workflow to define row groups. Licensed Smartsheet users who also have access to the Jira Connector can create a new workflow and define row groups.

Keep synched Jira issues organized and sorted to maintain consistency and readability in your sheet.

Enable or disable row groups

By default, Jira Connector Workflows will maintain your Story, Task, and Subtask relationships from Jira. For example, issues that are children of an Story will appear in the sheet beneath that Story as child rows.

To disable this, uncheck Maintain JIRA hierarchy grouping: Story, Task, Subtask, etc. 

You can add optional Row Grouping by adding Group by values in the Workflow. You can add existing fields from Jira, or define custom row groups using Primary column values from your sheet. To start with Row Grouping, select add group.

Automatically sort synced issues in Row Groups

You can group issues by any field value available for your project in Jira (Issue Type and Priority for example). To group by fields from Jira:

  1. Select Add group and select the field to group by in the Group by dropdown list. 
  2. Select Add sub group if you would like to add additional fields to group by.

If Jira hierarchy is maintained in your workflow, child issues will still be sorted under their parent issue.

Issues sorted by priority

Define custom row groups

Sort by values other than the fields available in Jira with a custom row group. For example, if you want to incorporate your Jira issues into other project information within Smartsheet, custom row grouping can help you place your Jira issues where you want them in the sheet.

When you define custom row groups, you’ll work with the Primary column in a sheet to create a hierarchy. Here are the ways that you can go about this:

  • Use an existing value: Enter an existing Primary column value of a row in your sheet to group Jira issues. Make sure that you type the Primary Column value exactly as it appears in the sheet.
  • Create a new value:  Do this to create a new parent row to group Jira issues.

If your custom row group isn’t placed within existing hierarchy, the new parent row will appear at the bottom of your sheet.

row grouping example

Troubleshoot row group behavior

Keep the following in mind when defining row groups:

  • If your Issue Key field is mapped to a column that is not the Primary Column in the sheet, you will not be able to create new issues from Smartsheet while Row Grouping is enabled. You can still create new Issues in Jira and sync them to Smartsheet.  
  • Issues with no grouping value set in Jira will appear in a hierarchy named “Field ‘[Group]’ not set.” 
  • If “Maintain JIRA hierarchy grouping: Story, Task, Subtask, etc.” is checked in the workflow, and a parent issue doesn’t have a group by value set in Jira, the child rows will fall under the “Field ‘[Group]’ not set” hierarchy. To resolve this, uncheck the maintain Jira hierarchy option in your workflow or consider other row grouping options.
  • To sort rows beneath Primary Column values in the sheet, you must define the entire ancestry in your row grouping configuration. Otherwise, the custom row group you set up will appear as a new parent row at the bottom of the sheet.