Jira Server / Data Center automation actions
  • 24 Oct 2022
  • 7 Minutes to read
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Jira Server / Data Center automation actions

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Enterprise users can now configure automation actions to either create or update an issue in a Jira Server / Data Center (on-prem) instance. If your organization uses Jira Cloud, then refer to this documentation instead. Also, if you haven't already, we recommend checking out the support article on creating an automation for more information about setting up new automation workflows.

Note
Jira automation actions are an Enterprise-only feature. If you have questions about Enterprise pricing and packaging, please click here.


Setup

Prerequisite

If this is your first time connecting your Jira Server instance with Airtable, then you’ll likely need to configure the server or work with your IT department to ensure that everything is set up for success. You can find more information about that process here.

NOTE
Jira Server / Data Center automation actions pair well with our Jira Server / Data Center Sync integration feature. Consider how implementing both features in your Airtable base may help to keep both services updated and matching.

Choose a trigger

For either updating or creating a Jira Server / Data Center issue, you will start the automation configuration process by adding a new custom automation and choosing a trigger.

The trigger you choose to use for the automation is contingent upon the way that your Airtable base has been set up. In our example, checkbox fields are being used to create and/or update the issue in Jira. So, we will use the "When a record matches conditions" trigger.

As always, be sure to successfully test whichever trigger you end up using in your automation.

jira_server_trigger_test


Create Jira Server / Data Center issue

After your trigger is configured and tested, you can start configuring your Jira Server / Data Cetner action.

jira_server_automation_find_actions

At this point, you can choose to add a description of this automation action so that other Airtable collaborators know what this action does. Then, move on to connecting to a Jira Server account.

Here you can choose a previously connected Jira Server account. Alternatively, if this is your first time connecting to Jira Server on Airtable or if you are not seeing the expected account, then you'll need to connect to a new account. Click on the plus button below to learn more about this process.

Connect Jira Server account

This will open a pop-over window where you should be able to log into your account and connect to a specific server instance. 

If you successfully log in, then you should see an option to "Allow" Airtable read and write access. Clicking "Allow" should close the authentication window and permit you to continue with the automation setup process. More info on OAuth scopes below.

Once your account is connected, you can move on to choosing the Project where the issues will be created as well as the Issue type and Summary. All three of these fields are required to build a working automation. In the example below, you'll see that the Summary field can be either a static or dynamic (based on the record in Airtable) field value.

Depending upon your setup, you can either stop here or continue to build in static or dynamic values into the fields below. This includes the Description, Reporter, Assignee, Status, Labels, and Other issue data fields. 

Once you've configured the various fields of your automation the way you like it's time to test the action step. Click the "Test action" button at the bottom of the setup window. 

Now is the right time to check that the automation is porting over the correct information into Jira. If you need to make adjustments, then remember to test the trigger step of the automation if you change anything in your Airtable base. Otherwise, if the test looks correct, then you can turn the automation on by toggling the button near your automation's name.

NOTE
If you are encountering any issues during the automation setup process, then check out our general Automations troubleshooting guide here.


Update Jira Server issue

The Jira Server / Data Center "Update issue" automation action has a similar setup process to the Jira Server / Data Center "Create issue" action covered above. However, there are a few things to be aware of during the setup process. The first step is to add the "Update issue" action either in a new automation or as another action step in an existing automation. 

jira_server_automation_find_actions (1)

Next, you'll need to choose a Jira Server account to connect to. If this is the first time you are connecting to a Jira account, then follow the instructions above. After selecting the account you'd like to use you'll need to pick the project you like the updated information to be sent to as well as the Issue ID or key.

Likely, you'll want to use dynamic information coming from your Airtable base to fill in the Issue ID or key field. The only exception would be if you are working through a single static issue and only want to have that particular issue updated. In either case, you'll need to have the correct ID or key in order to update the expected issue in Jira. One way to handle this is to set up a field in the table being referenced in your automation's trigger step that stores each issue's key in an Airtable record.

In the example above, the primary field in our table holds the information about each issue's key. So, we can use the "Issue Key" field to dynamically fill that portion of the automation configuration.

jira_server_update_action_dynamic_key

NOTE

As a reminder, if you need to append a new field in your table to hold keys or IDs, then you'll need to retest the trigger step so that the automation uses the most current state of your base.

The final step of setting up the update action is to choose which fields you'd like to update in Jira. This portion of the setup process is largely contingent upon your individual workflow's needs as well as what kind of information you are storing in Airtable. Some of the options here include the:

  • Summary of the issue
  • Reporter of the issue
  • Status of the issue

jira_server_actions_update_fields

Remember that the values you configure in the automation can either be static (same information included with every update sent to Jira) or dynamic (changes depending upon the information being held in the corresponding Airtable record).


Security and OAuth scopes

Authentication

The Jira Server / Data Center integration on Airtable uses OAuth to authenticate requests from individual users in your Jira Server instance. The OAuth consent screen will look like this:

Airtable will only have access to the issues and filters that the user who connected the Jira account has access to. If the user who connected a Jira account has their Jira or Airtable account deactivated, the sync will stop working.

Note
There is no separate plugin or app that needs to be installed on the user’s Jira instance. The data that we retrieve from Jira’s API is transmitted securely via HTTPS and will not be used for any purpose other than the synced table.

Jira Server Scopes

Airtable integrates with Jira Server / Data Center through OAuth 1.0a. You do not need to provide scopes and the integration’s permissions will match the individual’s permissions granted in Jira Server. For more information, check out Jira’s documentation here.

The tokens are transmitted between Airtable and Jira’s servers securely via HTTPS. On Airtable’s side, the tokens are stored in databases that are encrypted at rest. 


FAQs

What if I have Jira Cloud?

Support documentation about Jira Cloud automation actions can be accessed here

Do the Jira automation actions support custom fields?

Yes, but only string fields. Some types of custom fields, particularly those that come from plugins, may not be supported.

Can I use a Jira action to create sub-tasks in Jira?

Neither of our Jira Server actions support creating sub-tasks.

Can I use a Jira action to link Jira issues to one another?

We currently support linking an issue to a parent issue, but other types of issue links are not currently supported.

How do I use multiple JIRA sites?

To connect to another Jira site, you can select “Connect new account” from the account selection menu, and select the desired site as part of the authorization process.

How do I connect multiple Atlassian / Jira accounts?

This is a bit more complicated due to the Jira account authorization process. To add a second Jira account, you have to first log out of Atlassian in the same browser. Then, select “Connect new account” from the account selection menu and log in via the desired Atlassian account. 

What happens to my automations if my Jira account gets deactivated?

If the Jira account for a related automation is deactivated or disconnected, then the automation will cease to work until a new Jira account is connected and configured.

Why are there no choices available for the “Reporter” dropdown?

The selected project and issue type in Jira does not allow the “Reporter” field to be set. More context from a Jira community post here.


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