Smartsheet for Jira: Tips for using filters

Applies to

Smartsheet
  • Business
  • Enterprise
Smartsheet Advance Package

Capabilities

Who can use this capability

You must be a Sysadmin on Smartsheet and Jira to configure the connector. You must be a licensed Smartsheet user to create or edit a workflow. You'll also need a Jira account with access to your Jira project. 

Use filters to control the volume and type of issues that you work with. You might want to view Jira issues assigned to certain people or of a certain type, or push only certain rows from Smartsheet to Jira.

Defining filter criteria in your workflow

Use one of two methods to define criteria for Jira filters in your workflow:

  1. Jira Query Language (JQL): Although JQL requires an understanding of computer programming, you can apply more advanced filtering logic—for example, using both AND and OR operators with multiple criteria.

    If your JQL filter is invalid, the workflow will become disabled. If you’re having issues with a JQL query in workflow, try verifying it is valid in Jira.
     
  2. Workflow wizard:  If you create multiple filters using the workflow wizard, keep in mind that filter criteria always uses an AND operator for successive filters. Criteria and operators will be specific to the Jira projects used in the workflow. 
    • Filter criteria that show up by default are dependent on the Jira project types you have mapped. Select Add field at the bottom of the filter page to add more criteria.
    • Filter operators vary depending on the field type (for example, text fields will have operators appropriate for text).

For Jira Cloud, you can only use certain fields to filter Jira issues in the Jira Connector. For more information see Smartsheet for Jira: Important Jira Cloud Privacy Changes.

Using sheet filters

  • If you create multiple filters using the workflow wizard, keep in mind that, filter criteria will always use an AND operator for successive filters.
  • Filter criteria will be available to choose from will depend on the columns present in your sheet. If you would like to filter on other options that are not listed, you’ll first need to add the new column you want to filter on to the sheet.
  • Filtering operators will vary depending on the field type (for example, text fields will have operators appropriate for text such as “is blank” or “contains”).

Push data from Smartsheet to Jira for specific rows

To control which rows push data back to Jira, create an Update Issue in Jira column in the sheet and a filter in the Smartsheet for Jira workflow.

  1. In the sheet you plan to connect to the Jira project, create a new column, select Checkbox type, and name the column Update Issue in Jira. 
  2. Log in to Smartsheet for Jira, and follow the steps to create a workflow, specifying a bi-directional workflow in the workflow wizard. Or select SettingsWorkflow Settings > Edit Workflow on a bi-directional workflow you’ve already created to bring up the wizard for that workflow.
  3. Add a filter that syncs only rows from the sheet with the Update Issue in Jira column checked.