Jira

The Smartsheet for Jira Connector provides visibility into IT and software development projects being tracked in Jira. Issues are automatically synchronized whether edited in Smartsheet or Jira, ensuring every record is up to date.

What is the Jira Connector?

Smartsheet for Jira Connector: Overview

Use Smartsheet for Jira to track and manage Jira issues in Smartsheet. Once an administrator establishes a connection between Smartsheet and Jira (Cloud or Self-Hosted Server), anyone with the correct permissions will be able to track workflows, monitor progress, and make updates between the two services.

Don’t have Smartsheet for Jira? You’ll find information about how to get it on the Smartsheet for Jira page on our website.

Log in to Smartsheet for Jira

Once you've purchased Smartsheet for Jira, you'll use the following URL to log in and configure the Connector:https://connectors.smartsheet.com/c/jira

Resources for Next Steps

For Administrators

For detailed instructions on setting up the Connector, see these articles in the Smartsheet Help Center:

For People Who Want to Create Synchronization Workflows

You’ll create workflows in the Smartsheet for Jira Connector to control the automatic synchronization of data between the two systems.

You must be a licensed user of Smartsheet to create or edit a workflow. You'll also need an account in Jira that gives you access to the project you're connecting to.

For guidance and best practices, see these articles in the Smartsheet Help Center:

Learn how to set up your Jira Connector.

Smartsheet for Jira Connector: Admin Setup (Cloud and Self-Hosted)

Use the Smartsheet for Jira Connector to create workflows to sync information between Smartsheet and one or more Jira instances. The Connector can help automate and streamline a wide variety of business processes, including collaboration among Product and Software developers, IT ticketing and case management, and project roll-up and executive reporting across technical and non-technical teams alike.

This article provides instructions on setting up the Smartsheet for Jira Connector with Jira Cloud and Jira Self-Hosted Server.

The Smartsheet for Jira Connector is available for purchase as a premium offering. For more information about its features and benefits, see Unify Your Teams With The Smartsheet For Jira Connector. For information about pricing and purchasing, please contact our Sales team.

 

IMPORTANT: If you're looking to set up the Connector with a Self-Hosted Jira server and have a firewall, please view our Jira Connector Firewall Requirements article, which explains server and firewall requirements that will need to be in place prior to configuring a connection.

In this article:

Log in in to the Smartsheet for Jira Connector
Before You Begin:Requirements
Set Up a Connection Between Jira and Smartsheet
Configure the Jira Host for Use with Smartsheet
Manage Integration Access

Before You Begin: Requirements

You’ll create workflows that enable the Smartsheet for Jira Connector to control the automatic synchronization of data between the two systems. Before you can do this, you’ll need to purchase and configure the Connector.  For information about pricing and purchasing, please contact our Sales team.

Permission Types Required

To set up the Smartsheet for Jira Connector, you must be an administrator in the Jira application. You must also have one of the following roles:

  • A System Admin in Smartsheet. (See the User Types article for more information.)
    -OR-
  • A Connector Admin (this account-level role is unique to the Smartsheet for Jira Connector, see Smartsheet for Jira Permission Types for more information).

FAQ: Why does a Jira Administrator need to log in configure the Smartsheet for Jira Connector? 

To ensure successful setup, here's what you'll need:

  • The path (URL) to the Jira host that you plan to use.
  • The Consumer Key and Public Key provided by Smartsheet for Jira. To obtain these, follow the steps below in Set up a connection between Jira and Smartsheet.
  • Jira Cloud, or Jira Version 6.0 or higher for Self-Hosted Jira Servers.
  • Support for Sprint fields. Note that Sprint fields are not supported in versions prior to 6.7.7. (If your Jira version is not able to support the Sprint fields, then the Sprint fields will not appear in the Connector.)
  • Two administrator-level accounts:
    • Smartsheet System Admin: To access admin features for the Connector
      -AND-
    • Jira Admin: To access and configure Jira

 


Log in to the Smartsheet for Jira Connector

Once you've purchased the Smartsheet for Jira Connector, you'll use the following URL to log in and configure the Connector: https://connectors.smartsheet.com/c/jira 

IMPORTANT: If you're looking to set up the Connector with a Self-Hosted Jira server and have a firewall, please view our Jira Connector Firewall Requirements article, which explains server and firewall requirements that will need to be in place prior to configuring a connection.

Set Up a Connection Between Jira and Smartsheet

To register an instance of Jira for use in Smartsheet, you must have administrator-level permissions for both Smartsheet and the Jira instances to which you want to create a connection.

Register a Jira Instance with the Connector

To register a Jira instance with the Connector:

  1. From a web browser, navigate to the Smartsheet for Jira Connector login page and click Log In with Smartsheet.
  2. If you are prompted to allow access to your Smartsheet account, click Allow.

    The Add Workflow page will be displayed.
     
  3. Click the menu in the upper-left corner of the page and click Account Admin.

    Account Admin
     
  4. Select Register New Jira Server

  5. In the form that appears, type the URL of the Jira host that you want to use.

  6. Accept or modify the default name, select your version of Jira, and click Continue.

You can register multiple instances of Jira with the Connector simultaneously. Repeat the above instructions for each additional Jira instance you want to register.

The Smartsheet for Jira Connector will provide you with Public and Consumer keys that you’ll use in Jira to establish a secure connection between the two services. Follow the steps in the next section Configure the Jira host for Use with Smartsheet to complete the setup.

Configure the Jira Host for Use with Smartsheet

To enable a connection between Jira and Smartsheet, you’ll establish and configure an Application Link (also referred to as an AppLink in Jira documentation) between the two systems.

IMPORTANT: If you're looking to set up the Connector with a Self-Hosted Jira server and have a firewall, please view our Jira Connector Firewall Requirements article, which explains server and firewall requirements that will need to be in place prior to configuring a connection.

Create an Application Link

To generate an AppLink in the Jira application:

  1. Sign in to Jira with Jira Administrator permissions.
  2. Choose jira-system-dashboard  to navigate to the Jira System Dashboard and then click on Settings.
  3. Choose Applications and then select Application Links (listed under Applications)
    NOTE: In previous Self-Hosted versions of Jira, choose  JIRA-Gear-Icon   > Applications, and select Application Links.
  4. Enter the URL of the application you want to link to (https://app.smartsheet.com), and then click Create new link.

    NOTE: If you’re prompted with one of the following messages, click Continue and leave the new URL as is. (You’ll fix this later): 
    • No response was received from the URL you entered - it may not be valid Please fix the URL below, if needed, and click Continue.


      -OR-
       
    • The supplied Application URL has redirected once. Please check the redirected URL field to ensure this is a URL that you trust.
       
  5. In the Link applications dialog box, in the Application Name box, type Smartsheet. For Application Type, accept the default value of Generic Application, and click Continue.

    applinks

You’ll receive a message stating that the Application Link was created successfully. Follow the steps in the next section to configure the Application Link.

Configure the Application Link

You’ll need to have the Public and Consumer keys from the Smartsheet for Jira Connector handy to complete these steps. (To obtain these, follow the steps above in Set up a connection between Jira and Smartsheet.)

  1. In Jira, from the Configure Application Links page (choose jira-system-dashboard> Settings > Applications, and select Application Links in the menu), locate the Smartsheet Application Link that you created in the previous section and click the Edit icon JIRA-edit-icon .

    NOTE: In previous Self-Hosted versions of Jira, choose  JIRA-Gear-Icon   > Applications, and select Application Links.
     
  2. In the Configure dialog box, click Incoming Authentication and paste the Public and Consumer keys in the appropriate boxes. 

    TIP: You’ll need to scroll to locate the Public Key box.
     
  3. Continue scrolling the dialog box, click the Save button, and then click Close. 

Additional Application Link Jira Documentation

For more information about Application Links in Jira, see the Jira documentation:

For information about thisSee this 
Official Atlassian Support article that explains how AppLinks work and the process of creating AppLinks within Jira. Using AppLinks to link to other applications -
Additional documentation provided by Atlassian, related to connections, diagnostics, troubleshooting and security with Application Links.Application Links Documentation

Manage Connector Access and Workflow Permissions

What you can do in the Connector depends on what restrictions have been enabled, as well as the permissions that you have on items in both Smartsheet (sheet sharing permissions) and Jira (issue field read/write permissions).

Connector Workflows Respect Application Specific Permissions 

The Connector respects the permissions granted to you in both the Jira and Smartsheet applications. As a result, the Connector will be able to read, write, update, and delete data in accordance with the permissions granted to that person in both applications.

For example, if the person that created a workflow in the Connector does not have permission to edit specific Project data when they are in the Jira application, the workflow that they create can’t edit that Project’s data through the Connector.

FAQ: What Jira data does Smartsheet access with the Jira Connector?

Manage Who Can Access the Connector

Smartsheet System Admins and Connector Admins can control who has access to the Connector. A Smartsheet System Admin must enable a setting to restrict access to the Connector, such that only certain users may create and edit their own workflows.

TIP: Connector users will be able to modify Smartsheet and Jira data through Connector workflows they’ve created. Because of this, System Admins and Connector Admins may want to limit access to only those people in the organization with a strong working knowledge of both the Smartsheet and Jira applications.

Here are the steps for a Smartsheet System Admin to restrict access to the Connector:

  1. Sign in to the Smartsheet for Jira Connector.(https://connectors.smartsheet.com/c/Jira) with your Smartsheet credentials.
  2. Click the menu icon in the upper-left corner of the page and select User Management.
  3. Check the checkbox next to Restrict which users can access the Smartsheet for Jira integration.

    restrict access JIRA
    The email addresses of anyone that has previously created workflows will be added to a list of
    users who are allowed to access the integration.
     
  4. Add the email address of anyone that you want to have access to the Connector.

NOTE: After enabling the restrict users setting, you’ll now be able to grant users access to the Jira Connector within the User Management form in Smartsheet. A user-level permission called Jira Connector User will become visible to Smartsheet System Admins, who will have the ability to grant users access to the Connector right from Smartsheet.

User Management Jira Checkbox

Revoke Someone’s Access to the Connector

Smartsheet System Admins and Connector Admins can also remove Connector Users by clicking the delete icon delete-user-icon  to the right of that person’s account information.
Any users removed from the list will no longer be able to create or edit their own workflows.

NOTE: If someone who was removed from the access list had previously created workflows, their workflows will still be active for up to 10 minutes. After this time, they will become automatically disabled.

If you’re a Smartsheet System Admin, you can also manage Jira Connector Admins and Jira Connector Users in the Smartsheet application. For more information on managing users from the Smartsheet application, please refer to the Managing Users article.

FAQ: Do you save my Jira password?


Smartsheet for Jira Connector Permission Types

There are three types of users that can interact with the Smartsheet for Jira Connector:

  • Smartsheet System Admin— Can manage Jira Connector Admins and Jira Connector Users from the Smartsheet application. System Admins can also enable a setting to restrict access to the Connector. 
  • Jira Connector Admin—A unique user type to the Connector. Can designate Jira Connector Users and add people to the restrict access list (after a System Admin enables this setting).
  • Jira Connector User—A unique user type to the Connector. Can create workflows that sync information between Smartsheet and Jira. (This is only available after the restrict user list setting has been enabled in the Connector.)

Features by User Type

The following table outlines the level of interaction with the Smartsheet for Jira Connector depending on user type.

 Smartsheet System AdminJira AdminJira User
Create workflows in the ConnectorYes*Yes*Yes
Edit their own workflowsYes*Yes*Yes
Disable their own workflowsYes*Yes*Yes
See everyone's workflowsYesYesNo
Disable anyone's workflowsYesYesNo
Enable or run anyone else's workflowsNoNoNo
Visibility of Jira Projects and sheets used in anyone's workflowsYesYesNo
View and configure Jira servers in the ConnectorYesYes 
Make someone a Jira UserYesYesNo
Make someone a Jira AdminYesNoNo
Make someone a Smartsheet SysAdminYesNoNo
Enable the Restrict Access settingYesNoNo
Add people to the Restrict Access list (after restrictions have been enabled)YesYesNo

*Smartsheet System Admins and Connector Admins can create and edit their own workflows if the restrict access list feature is disabled. If the restrict access list is enabled, they must have the Connector User role. See Manage Who Can Access the Connector for more information on the restrict access list.


Jira Connector FAQ

Why does a Jira Administrator need to log in to configure the Smartsheet for Jira Connector?

Smartsheet leverages a technology known as webhooks, which allows the Connector to receive notifications from Jira about Issues being created or updated in Jira, and allows for implementing automatic workflows. Jira's permission model (see the Jira support article on webhooks) dictates that the application (in this case, Smartsheet) must have Jira System Administrator credentials in order to create or configure a webhook with the Jira REST API. It’s important to note the following: 

  • The Jira System Administrator’s credentials are only used to create and configure the webhooks. 
  • Each time a Licensed Smartsheet user creates a workflow in the Smartsheet for Jira Connector, they are required to log in with their own Jira account using the OAuth protocol. This ensures that the permissions already configured in Jira for a user are enforced as they select Jira Projects and fields, and attempt to retrieve or edit Jira data from Smartsheet.
  • When Smartsheet reads or edits any data in Jira during workflow execution, even if triggered from a  webhook notification, this is always done using the credentials of the person who created the workflow.
  • All "credentials" are retrieved from  the standardized OAuth protocol, and Smartsheet will never have access to any Jira usernames or passwords.

The Jira System Administrator account used to set up the integration initially, must remain an active account and must remain a Jira System Administrator, so that as collaborators can continue to create workflows the webhooks can be created.

NOTE: If the System Admin is removed from Smartsheet, an error will be returned stating:  “Missing user credentials for this endpoint.” When the same user recovers their Smartsheet Sys Admin permission, the connection will be restored and all workflows will begin syncing as expected. If the Admin credentials are removed on the Jira side, the application link will need to be rebuilt because the token will change.

What Jira data does Smartsheet access with the Jira Connector?

Smartsheet only retrieves data specified by a workflow that someone creates. A workflow creator specifies what data to sync by mapping associated fields from Jira Projects to sheets and columns in Smartsheet, and by choosing specific fields to filter on. 

Smartsheet retrieves certain kinds of metadata, such as the list of all fields in the Jira project that was selected at the time the workflow was created. This allows people that have access to the Jira Connector and that project to map any of the desired fields available. Other metadata includes, but isn’t limited to, a list of available users in the specified Jira Project, as this gives the ability to assign an Issue in Jira from within the Smartsheet application.

NOTE: All retrieval of metadata and data will be done using the Jira user's OAuth credentials - not the System Administrator’s credentials. This ensures that someone’s Jira permissions are enforced as they select projects and fields, as well as attempt to retrieve or edit Jira data from Smartsheet.

Do you save my Jira password?

All "credentials" are retrieved via standardized OAuth protocol and Smartsheet never has access to any Jira user's password.


Create and Edit Workflows to Synchronize Smartsheet and Jira

Now that you've set up the Smartsheet for Jira Connector, review our article on Creating and Editing Workflows for details on the synchronization process between the two systems.