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Sapling - Jira Integration Guide

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Estef Cerda
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Introduction

The Kallidus Sapling platform helps HR and People Operations teams automate and streamline administrative tasks so they can focus on employee experience,  retention, and creating an amazing culture for the most successful teams.​​

Our Jira integration allows tasks to be sent from Sapling to a specific Jira project.

With the Jira integration, Sapling will:

  • Create Tasks: When tasks are assigned in Sapling, they will automatically be created as tickets in Jira

  • Complete Tasks: When tickets are completed in Jira, the corresponding tasks will be completed in Sapling 

  • Delete Tasks: When tasks are deleted in Sapling, the corresponding tickets will be deleted in Jira

This KB article covers the following topics:

How It Works

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Overview

With the Jira integration enabled, your People admin can choose to send tasks to Jira as tickets.

They can do so by creating a new task (or modifying an existing task) and assigning the task to Jira. Once assigned to Jira, you will see the Jira icon as the task owner. This means that when the task is assigned to a user, it will be immediately sent to Jira as a ticket. Tasks can be assigned in the onboarding or offboarding flows, or through the Tasks tab of a user profile.

When tickets are completed in Jira, the corresponding task will immediately be completed in Sapling. For this to sync to work, the "completed" status of the Jira ticket has to match the completed status specified under the integration settings.

Setting Up the Integration

Step #1: Enable the Jira integration in Sapling

  1. Under Administration Tools, navigate to Integrations and enable the Jira integration
  2. Enter your Jira domain and project key (for the Jira project where you want tickets created), and click "Generate key"
  3. Copy the consumer key and download the public key file
  4. Leave the Jira integration widget open in Sapling as you'll need to come back to it shortly

Step #2: Create an application in Jira

  1. From your Jira home page, navigate to Settings > Products
  2. Under Integrations, navigate to Application Links > Create Links
  3. Enter your Sapling URL and click "Continue"
  4. Click "Continue" again
  5. Enter an application name (eg. Sapling) and click "Continue"
  6. Once the application has been created, edit the application
  7. Under Incoming Authentication, paste your consumer key and enter "Sapling" as the consumer name
  8. Scroll down and paste your public key (from the file you downloaded), and click "Save"
  9. Head back to the Jira integration widget in Sapling

Step #3: Authorize the Jira integration in Sapling

  1. In the Jira integration widget, click "Launch integration" to sign into your Jira admin account and authorize the integration
  2. Once redirected back to Integrations page in Sapling, relaunch the Jira integration widget by clicking "Settings"
  3. Select an issue type and an issue status, and click "Update"

Integration Fields

The task sent to Jira contains the following:

  • Name of the task with the user's name appended - any tokens included within the task name will also be included
  • Description of the task - any tokens included within the task description will also be included
  • Due Date of the task.

Key Factors to be aware of

Setup Limitations

  • We can only integrate with Jira Cloud. We do not integrate with Jira On-Premise as it is approaching deprecation. 
  • We can only integrate with projects. Service desks are not supported at this time. 
  • We can only integrate with a single project, which is specified under the integration settings. Multiple projects are not supported at this time. 
  • We can only create tickets of a single issue type, which is specified under the integration settings. 

Project Management

  • Ensure that in the project's permission scheme, you have given the permission Schedule Issues.
  • Check what Field Configuration Scheme the project is using. Inspect the specific Field Configuration for the issue type in question. See if the field Due Date is currently in a hidden state. If so, click Show to unhide it.
  • Check which screens your project is using. Ensure that you've placed "Due Date" on the proper screens.

Changes in Tasks

  • Updating the task name and description within the workflow template in Sapling will update the task name and the description of all related tickets in Jira.
  • Updating the task name, description, and/or due date in Jira will not update the task in Sapling. 

Tokens in Tasks

  • If a token is not filled out when the task is assigned to Jira, it will come over as a blank field.
  • Updating tokens in Sapling after the ticket has been created will not update the ticket in Jira.
  • Using Jira Smart Values and Automations, you can automate additional workflows in Jira based on the details and tokens included within your Sapling tasks.
    • Smart Values and Automations are extremely powerful! You can build additional workflows as simple as auto-assigning tickets and populating custom fields in Jira, or as complex as running API calls to trigger other downstream processes outside of Jira.
    • Given the potential complexity of these automations, please reach out to Jira Support should you need guidance or troubleshooting help. 

Due Dates Management

  • ​​To manage due dates through Sapling, you must set due date screens on Jira from Issues/Field Configurations.
  • Updating due dates in Sapling after the ticket has been created will not update the ticket in Jira.

Assignee Management

  • When a ticket is created in Jira, it will always be unassigned.
  • Using Smart Values and Automations, you can set up auto-assign workflows based on the details and tokens included within your Sapling tasks. 

Ticket Deletion Management

  • If a task that is assigned to Jira is deleted in Sapling, then the corresponding ticket will also be deleted in Jira.
  • The audit log will show this as Jira Bot.

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