Integrations
Overview
This tab allows you to manage the fields that integrate between Kiplot and your projects in Jira. If you are setting up your Jira project for the first time, please reach out to your Customer Success Representative at Kiplot.
Manage your Jira Integration in Kiplot
To manage an existing Jira integration details in Kiplot, navigate to the Integrations tab within the Configurations page accessed via the primary sidebar navigation.
Field Mappings
You can set up a field mapping between Kiplot entities (Initiatives and Outcomes) and Jira entities (e.g. Work Request & Epic).
The field on the left is the Kiplot field and the field on the right is the field you want to map to in Jira. The arrows represent the direction that the integration is currently set up:
Left facing arrow (Kiplot → Jira) = when a field is updated in Kiplot, the update will write to Jira and change the field. If I update a field in Jira, Kiplot will not read this change and the Kiplot field won’t update.
Right facing arrow (Jira → Kiplot) = when a field is updated in Jira, Kiplot will read the change and the field will update in Kiplot. If I update a field in Kiplot, the change will not write back to Jira and the Jira field won’t update.
Left and right facing arrows (Kiplot ←→ Jira) = Kiplot and Jira are fully in sync and when a field is updated in either platform, the change will be automatically reflected in the other.
Setup Mappings as Write to Read
It is strongly recommended to set up all field mappings to Write to and Read from Jira. This ensures that your data stays in sync between the two platforms.
Key Initiative Fields
See Key Fields in table below which need to be set up on an Initiative in Jira for an effective Kiplot <> Jira integration.
Kiplot Field | Jira Field | Notes |
|---|---|---|
Name | Summary | The name of the Initiative. |
Description | Description | The description of the Initiative. |
Lifecycle Stage | Status | The workflow status of the Initiative. Note, we do not currently support field mapping between workflow stages that have a pop-up screen enabled. |
Team | Team | The name of the team assigned to the Initiative. There is an extra step required when setting up Teams. Please see the Teams section below. |
Overall RAG | RAG Status | The RAG status of the Initiative. |
Start Date | Target Start | The start date of the Initiative. |
End Date | Target End | The end date of the Initiative. |
Type | E.g., Demand Type | This is the category of the Initiative. This field will enable you to use the Type lens/filter on the Initiative Roadmap. |
Initiative URL | Kiplot Initiative Link | This creates a link in Jira that takes users directly to the Initiative in Kiplot. This needs to be set up as a custom field with the type URL. This field should be set up as Write only to Jira. |
Key Outcomes Fields
Similarly, see the key required fields to be set up for an outcome as part of the integration.
Kiplot Field | Jira Field | Notes |
|---|---|---|
Name | Summary | The name of the Outcome. |
Description | Description | The description of the Outcome. |
Delivery Status | Status | The workflow status of the Outcome. |
Outcome Initiative | Parent Link | The link to the Initiative the Outcome belongs to. |
Team | Team | The team assigned to the Outcome. An extra setup step is required for Teams. |
Overall RAG | RAG Status | The RAG status of the Outcome. |
Start Date | Target Start | The start date of the Outcome. |
End Date | Target End | The end date of the Outcome. |
Outcome URL | Kiplot Outcome Link | Creates a link in Jira to the Outcome in Kiplot. Set as Write only to Jira. |
Setup Additional Fields
You can enhance your Kiplot <> Jira integration by setting up additional fields.
Below are some examples of fields our Customers have previously integrated on.
Kiplot Field | Jira Field | Notes |
|---|---|---|
Owner | Owner | The owner of the Initiative / Outcome |
Due Date | Due Date | The date the Initiative / Outcome is due. |
Risk RAG | Risk Rag Status | The Risk Rag Status of the Initiative / Outcome. |
Resource RAG | Resource RAG Status | The Resource Rag Status of the Initiative / Outcome. |
Financial RAG | Financial RAG Status | The Financial RAG Status of the Initiative / Outcome. |
Product | Product | The Product that the Initiative / Outcome is associated with |
Client | Client | The Client that the Initiative / Outcome is associated with |
While these are fields our customers have added as part of their integration, provided you follow the guidance provided in this article, you should be able to map any field in Jira to a custom field in Kiplot.
To sync fields between Jira and Kiplot, you need to ensure that both fields have the same Type. For example, a List (single select) field in Kiplot needs to be matched with a single select field in Jira. Similarly, a Date field in Kiplot should match a Date field in Jira.
Manage your integration in Jira
Webhooks
Once an integration is established, you need to set up a webhook in Jira to ensure selected events trigger the webhook. This setup will allow updates to be synchronized in real-time between Jira and Kiplot. Follow these steps to configure the events.
Navigate to the System settings in Jira.
Click on Webhooks, usually found at the bottom of the left-hand navigation bar.
Click Create Webhook.
Name the webhook (such as the project ID). e.g. project = "11402" AND (issuetype = Epic OR issuetype = Initiative)
Copy and paste the Webhook URL from Kiplot.
From here, check the Issue created, Issue updated, and Issue deleted boxes. By selecting these events, any new issue created, updated, or deleted in Jira will be synchronized with Kiplot, ensuring accurate and up-to-date information in both platforms.
No Automatic Backward Sync
Initiatives and outcomes created before an integration or field mapping is set up will not auto-sync. You will need to trigger a sync manually.
Enable Field on Issue Screen
It is essential for the field you map to in Jira is on the correct Issue Screen. If not, the Write Sync will fail.
Go to Custom Fields in the Jira settings.
Access it by selecting Issues from the gear icon in the top right corner.Choose field you want to map from list of Custom Fields.
Click three-dot menu (•••) to far right of field
Select Associate to Screens.
Confirm correct screen has blue tick box checked.
(Most often, this is labeledProject Default Issue Screen)Click Update button at bottom left of page.
For more information on setting up your Jira Integration, please refer to our Integrate Jira guide in the Get Started section.
Integration Sync Activity Log
The integration sync activity log in Kiplot allows users to view the status and result of their sync activities, displaying whether the sync was successful or if it encountered a failure.
To view the log, select 'View integration log' at the top of the Integrations page and navigate to the 'Sync activity' tab to see the screen below.
How to use this Page
The filters at the top of the activity log enable you to refine the view by focusing on specific sync activities, helping you quickly locate the ones you need to investigate. For instance, if you're looking for the results of recent Individual syncs, you would select the 'Individual' filter.
Filters can also be stacked to streamline your search process, making it easier to find relevant results.
Here are the available filter options:
When was the activity created/received: Filter based on the time the activity occurred.
The integration associated with the activity: Focus on activities linked to a specific integration.
The type of activity: Determine whether the activity was part of a bulk sync or an individual entity sync.
The direction of the activity: Identify the flow of the sync, including creating and deleting.
The origin of the activity: See which action or trigger initiated the sync activity.
Status: Filter activities based on their completion status. This is especially useful for identifying configuration errors indicated by failed syncs.
Clicking into a single sync activity will give you more detailed information on the sync, such as the completion timestamp, item name, and item type.
If you click on a bulk sync activity, you can view a detailed breakdown of the individual activities within that sync and see their respective results.