Jira Integration Manual

With Responsive’s integration with Jira, it makes much easier for users to link issues with existing Jira issues and to create new tickets from Responsive. Jira integration allows proposal, product, and sales team to work collaboratively by submitting and tracking RFP questions, requirements, and feature requests in Jira.

Note: This is an add-on feature and must be enabled by the Responsive's staff. Please contact your account manager, or accountmanagers@responsive.io, if you would like to enable it.

Jira integration helps product team to prioritize feedback and feature requests that customers or prospects bring up as part of the RFP. If the same improvement is suggested repeatedly, product and engineering team can prioritize that and improve the product accordingly.

Also, for every Jira ticket raised from Responsive, proposal and sales team can keep track of the progress including details such as who is working on the ticket, current status, and more. Once the ticket has been fixed, sales team can quickly communicate as soon as the feature request has been shipped.

Use Case

You receive an RFP with a question on a feature/service that you currently do not support/ or is in the road map. Instead of responding that we do not support the feature/service, you can link the question with the Jira issue on the same feature/service request.

Note: For an overview of this feature, download the attachment at the end of this article.

Installing Jira Instance 

You can install JIRA Instance in two ways - from ATLASSIAN Marketplace or Manually.

Installing from ATLASSIAN Marketplace

To install and setup JIRA instance from ATLASSIAN Marketplace, you can follow the steps below:

1. Enter the URL: https://marketplace.atlassian.com/apps/1222755/rfpio-for-jira?hosting=cloud&tab=overview

ATLASSIAN MARKETPLACE page will be displayed as shown below:

2. Click Get it Now. 

Note: Only product and site administrators can install apps. If you do not have the required permission a message as shown below will be displayed.

3. Select the instance from the drop-down option. Only instances to which you have access will be displayed.
4. Click Install app.

JIRA instance will be installed and you will be redirected to the JIRA page.

Installing Manually

To install and setup JIRA instance manually, you can follow the steps below:

1. Login to JIRA, using your valid credentials.
2. Click Settings icon from the left pane.
3. The Settings section will be displayed. Click Apps.

 

4. Click Manage apps.

5. The Manage apps page will be displayed. Click Settings.
6. The Settings pop-up will be displayed. Select the checkbox associated with Enable development mode and click Apply.

7. The Upload app link will be displayed. Click the link.

8. The Upload app pop-up will be displayed. Enter the following file URL in the From this URL field: https://app.rfpio.com/jira/atlassian-connect.json and click Upload.

 

9. A success message will be displayed as shown below. Click Close.

  

The app will be installed and will be displayed as shown below:

 

Configuring WebHooks

Once Jira is installed, WebHook has to be configured to enable syncing of issues from Jira and Responsive.

To configure WebHook, you can follow the steps below:

1. Click Settings icon from the left pane.
2. The Settings section will be displayed. Click System.

  

3. The Jira settings section will be displayed. Scroll down and click WebHooks.

4. The WebHooks page will be displayed. Click Create a WebHook.
5. The New WebHook Listener page will be displayed. Enter a name for the new WebHook.

6. Select the status as Enabled.
7. In the URL field, enter the URL as: https://app.rfpio.com/rfpserver/jira/webhooks/<CompanyID>/${issue.id}

   Note: Company ID can be fetched from the URL anywhere within the Responsive application as shown below:

8. In Issue related events field, enter the following syntax: labels=LinkedWithResponsive
9. Select the following checkbox associated with Issue: Updated and Deleted.
10. Select the following checkbox associated with Comment: Created, Updated, and Deleted.
11. Click Create. The webhook will be created and issues will be synced between JIRA and Responsive.

 

Setting up Jira Tracking

Once Jira issue tracking is enabled, you can create multiple instances of Jira. These instances can also be mapped to business units (BU). To set up Jira issue tracking, you can follow the steps below:

1. Login to Responsive.
2. Select Organization Settings > INTEGRATION > Issue Tracking.

3. Click Configure associated with Jira. A page as shown below will be displayed:

4. Turn on the toggle switch to enable Jira.
5. Enter a name for the Jira instance.
6. Turn ON the toggle switch.

Note: If Jira is enabled and Jira instance is disabled, you will not be able to link with/create any Jira issues.

7. Select a Business Unit (if BU is enabled for your company).

Note: If BU is enabled for your company, Jira will be available only for the BU for which the instance is configured. Users in other BU will be displayed with an option JIRA, however, on selecting the JIRA option they will not be displayed with any of the Jira issues or options to create / link issues.  Business Unit is a paid add-on feature. Contact your Responsive's Account Manager at accountmanagers@responsive.io for more details.

8. Select a color for the instance.
9. Enter the instance URL.
10. To notify users on ticket updates and comments, select the associated checkbox.
11. Click CONNECT. The account will be connected to the Jira instance.

Note: If Responsive is not installed in Jira, a warning message as shown below will be displayed:

12. Next, map the Responsive fields with the Jira fields.

Note: Ticket ID field in Responsive must be mapped with Key field in Jira (mandatory).

13. Click SUBMIT once the mappings are done. A success message will be displayed and Jira issue tracking will be successfully integrated.

Creating a New JIRA Issue

A new Jira issue can be created at Question level, Section level, or at a Project level.

Note: Both Jira, and Jira instance must be enabled to create issues from Responsive.

 

Creating Jira Issue at Question Level

To create an issue at the question level, you can follow the steps below:

1. Click on the question for which a new issue has to be created.
2. Click the More Options icon.
3. Select JIRA from the options.

A section as shown below will be displayed.

4. Click CREATE NEW ISSUE. The Create Issue pop-up will be displayed as shown below:

5. Select a Project from the drop-down options.
6. Select the Issue Type.
7. Enter a summary for the issue.

Note: Project, Issue Type, and Summary are mandatory fields.

8. Enter Components, Sprints, Fix versions, and Labels.
9. Select Priority from the drop-down options.
10. Select Assignee from the drop-down list.
11. You can attach any supporting documents by clicking ATTACH FILES.
12. Click CREATE. A success message will be displayed and the issue created will be displayed as shown below:

 

Creating Issue at Section Level

To create an issue at the section level, you can follow the steps below:

1. Click on the section for which a new issue has to be created.
2. Click the More Options icon.
3. Select JIRA from the options.

A section as shown below will be displayed.

4. Click CREATE NEW ISSUE. The Create Issue pop-up will be displayed as shown below:

5. Select a Project from the drop-down options.
6. Select the Issue Type.
7. Enter a summary for the issue.

Note: Project, Issue Type, and Summary are mandatory fields.

8. Enter the Components, Sprints, Fix versions, and Labels.
9. Select the Priority from the drop-down options.
10. Select the Assignee from the drop-down list.
11. You can attach any supporting documents by clicking ATTACH FILES.
12. Click CREATE. A success message will be displayed and the issue created will be displayed as shown below:

 

Creating Issue at Project Level

To create an issue at the project level, you can follow the steps below:

1. Click on the project for which a new issue has to be created.
2. Click the LINKED ISSUES tab.

 

Note: All Jira issues created for the project, its sections, and questions will also be displayed under the LINKED ISSUES tab. If the issue is created at Project level, the sections and questions field will be left empty. If the issue is created at the Sections level, the Section name will be displayed and the Question field will be empty. If the issue is created at a Question level, the Section name as well as the Question will be displayed in the respective fields.

3. Click CREATE NEW ISSUE. The Create Issue pop-up will be displayed as shown below:

4. Select a Project from the drop-down options.
5. Select the Issue Type.
6. Enter a summary for the issue.

Note: Project, Issue Type and Summary are mandatory fields.

7. Enter Components, Sprints, Fix versions, and Labels.
8. Select Priority from the drop-down options.
9. Select Assignee from the drop-down options.
10. You can attach any supporting documents by clicking ATTACH FILES.
11. Click CREATE. A success message will be displayed and the issue created will be displayed as shown below:

 

Linking with Existing Issues

You can link existing Jira issues at Question, Section, and Project levels.

Note: Both Jira, and Jira instance must be enabled to link issues from Responsive.

 

Linking Issues at the Question level

To link with an existing issue at the question level, you can follow the steps below:

1. Click on the question which has to be linked with an existing issue.
2. Click the More Options icon.
3. Select JIRA from the options.

A section as shown below will be displayed.

4. Click LINK EXISTING ISSUE. The Link Issue pop-up will be displayed as shown below:

5. Select a Project from the drop-down options. The list of issues associated with that Jira project will be displayed.
6. Select the check-box associated with the issue to be linked.

Note: Multiple issues can be selected.

7. Click ADD. A success message will be displayed and the issue linked will be displayed as shown below:

 

Linking Issues at Section Level

To link with an existing issue at the section level, you can follow the steps below:

1. Click on the question which has to be linked with an existing issue.
2. Click the More Options icon.
3. Select JIRA from the options.

A section as shown below will be displayed.

4. Click LINK EXISTING ISSUE. The Link Issue pop-up will be displayed as shown below:

5. Select a Project from the drop-down options. The list of issues associated with that Jira project will be displayed.
6. Select the check-box associated with the issue to be linked.

Note: Multiple issues can be selected. Issues that are already linked will be disabled from linking.

7. Click ADD. A success message will be displayed and the issue linked will be displayed as shown below:

 

Linking Issues at Project Level

To link an issue at the project level, you can follow the steps below:

1. Click on the project to which the issues have to be linked with.
2. Click the LINKED ISSUES tab.

Note: All Jira issues created for the project, its sections, and questions will also be displayed under the LINKED ISSUES tab. If the issue is created at Project level, the sections and questions field will be left empty. If the issue is created at the Sections level, the Section name will be displayed and the Question field will be empty. If the issue is created at a Question level, the Section name as well as the Question will be displayed in the respective fields.

3. Click LINK EXISTING ISSUE. The Link Issue pop-up will be displayed as shown below:

4. Select a Project from the drop-down options. The list of issues associated with that Jira project will be displayed.
5. Select the check-box associated with the issue to be linked.

Note: Multiple issues can be selected. Issues that are already linked will be disabled from linking.

6. Click ADD. A success message will be displayed and the issue linked will be displayed as shown below:

 

Managing Fields

You can manage the Jira issue fields to be displayed at the Section and Project levels. To manage the fields, you can follow the steps below:

1. From Organization Settings > INTEGRATION > Issue Tracking page, click MANAGE FIELDS.

The Manage Fields pop-up will be displayed as shown below:

2. To remove the fields from Project/Section views, you can clear the associated checkbox.
3. To delete a field, you can click the delete icon. A deletion confirmation pop-up will be displayed to confirm the deletion.

Note: Ticket ID field cannot be deleted.

4. To add a new field, click Add New, enter the field name and make selections to display in Project and Section views.

5. You can edit the field names by clicking the name and then entering a new name.

Note: If field names are changed, mapping will be removed. You will have to map the fields again from the Jira Instance settings.

6. Click SAVE.