Setting up a Jira Full Sync integration for Jira Server

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    • Edit: Integration Owner
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Use our Jira two-way integration to create a link between your ProdPad Ideas and User stories and your Jira issues to update them when there is a change in either tool. Changes made in any ProdPad Idea or User Story that is linked to a Jira Issue will update instantly when the Sync updates to Jira button is used. However, due to the nature of the sync, any updates made in the Jira Issue will take up to 15 minutes to reflect in the ProdPad Idea or User Story. This article will discuss how to successfully set up the Jira Full Sync integration between ProdPad and Jira Data Center and Server projects.

Our Jira integration supports Jira Cloud, Data Center and Server, and NextGen projects. If you are a Jira Cloud customer and you want to create a Full Sync integration – follow this setup guide

Important!

Project and field data retrieval may be affected if there are any firewall restrictions, reverse proxies or port forwarding being utilised on the Jira servers. If there is a firewall or a selective block between the internet and your JIRA server, sysadmins will need to allow traffic from the following IP addresses:

  • 54.247.172.34 
  • 54.217.225.11 
  • 54.217.204.86 
  • 54.217.204.99 
  • 54.246.88.218
  • 54.247.188.205 
  • 54.228.226.166 

If you are using HTTPS then port 443 will need to be opened otherwise port 80 for HTTP.

Please ensure that your server times are accurate and updated/checked regularly, time lags can affect synchronisation and authentication.

You will not be able to complete the set-up without the above work being completed.


Step 1: Create the integration

Click on the Integrations icon at the bottom of the navigation bar. 

Once you land on the Integrations page, click the ' Create new' button and select Jira Server & Data Center from the Development menu.

You'll then be asked to choose the integration type. In this article, we'll be setting up a Jira Full sync integration. Select it and click Next to move to the next step.

Step 2: Name your integration and connect to your Jira workspace

First, give your integration a name. Try and choose something descriptive – it will help you and your team find it amongst other Jira integrations in your account. For example, use the name of the Jira project you'd be linking to followed by the sync type: 'My Jira Project (full sync)'.

Next, you'll be asked to enter your Jira workspace URL. This is your Jira application domain; it might look like https://www.yourcompany.com/jira/. Enter it in the text field and click Next to move to the next step.

Step 3: Authorize your connection

In this step, we will allow the two applications to connect and exchange data in order to keep everything synchronized. 

Setting up an Application Link in Jira

Top Tip

If you already have a ProdPad link in your Jira account, there’s no need to set up a new one – the link you created last time still works!

In a new tab, log in to Jira as an Admin and navigate to Application links: click the 'Settings' cog at the top right and select 'Products' in the dropdown, then click 'Application links' from the menu on the left.

Setting up an application link in Jira

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The Status Sync integration between Jira and ProdPad allows you xto push any Idea from ProdPad to Jira, creating a link between the Idea and the new ticket. You can map your Issue statuses in Jira with the workflow statuses in ProdPad, and so when the status is updated in Jira, the change reflects in your ProdPad account where the rest of the team can see it. You can also update Ideas in ProdPad that have already been pushed to Jira and use the Sync updates to Jira feature to update the linked issue in Jira.

Our Jira integration supports Jira Cloud, Server and NextGen projects. If you are a Jira Cloud customer and you want to create a Status Sync integration - follow this setup guide

Important!

Project and field data retrieval may be affected if there are any firewall restrictions, reverse proxies, or port forwarding being utilized on the Jira servers. If there is a firewall or a selective block between the internet and your JIRA server, system admins will need to allow traffic from the following IP addresses:

  • 54.247.172.34 
  • 54.217.225.11 
  • 54.217.204.86 
  • 54.217.204.99 
  • 54.246.88.218
  • 54.247.188.205 
  • 54.228.226.166 

If you are using HTTPS then port 443 will need to be opened otherwise port 80 for HTTP.

Please ensure that your server times are accurate and updated/checked regularly, time lags can affect synchronization and authentication.

You will not be able to complete the set-up without the above work being completed.

A Status Sync integration between Jira and ProdPad allows you to push any Idea from ProdPad to Jira, creating a link between the Idea and the new ticket. You can map your Issue statuses in Jira with the custom statuses in ProdPad, and so when the status is updated in Jira, the change reflects in your ProdPad account where the rest of the team can see it. Pushed Ideas can be updated in ProdPad using the Sync updates to Jira feature, which will update the linked Issue in Jira.


Step 1: Create the integration

Click on the  Integrations icon from the bottom left-hand side of the navigation bar. 

The ProdPad dashboard with an arrow pointing to where the Integrations icon is located.

Click Create an Integration and then select Jira Server & Data Center from the Development menu.

The integration dashboard with an arrow pointing to where the Jira Server & Data Center Setup integration button is located.

You'll then be given the choice of integration you'd like to create. In this help article, we'll be setting up a Jira Status sync integration, which you can find on the right-hand side of the selection menu. Once you've selected this option, click Next to move to the next step. 

The integration dashboard showing the two different types of Jira integrations that can be created. In this screenshot, the Jira Status sync option is highlighted.

You'll then be prompted to give your integration a name - this is to help you and your team identify your integration, which is useful if you’re planning to set up multiple integrations to different Jira projects. When you're ready to move forward, click Next. 

A screenshot showing the Integration name field, where you can name the integration you are creating.

You'll now be required to enter the Jira workspace URL you'd like to connect with. This URL might look something like: https://jira.yourcompanyname.net/. Once you've entered the workspace URL, press Next to move into the next step.

A screenshot showing the option to connect ProdPad to a Jira workspace by entering the Jira workspace URL into the text field.

Step 2: Authorize your connection

In this step, we will allow the two applications to connect and exchange data in order to keep everything synchronized. 

Setting up an Application Link in Jira

Top Tip

If you already have a ProdPad link in your Jira account, there’s no need to set up a new one – the link you created last time still works!

In a new tab, log in to Jira as an Admin and navigate to Application links: click the 'Settings' cog at the top right and select 'Products' in the dropdown, then click 'Application links' from the menu on the left.

Setting up an application link in Jira

In the  Create link module, select the Direct application link option and paste https://app.prodpad.com into the Application URL field. Click Continue to move on to the next step. 

You'll then see a Configure Application URL window pop up displaying a warning. You can safely ignore this warning and click the Continue button to move on to the next step. 

You will see the ' Link Applications' modal. Enter the following information:

Application Name:    ProdPad
Application Type: Generic Application
Service Provider Name:    ProdPad 
Consumer key:    prodpad 
Shared secret:    prodpad 
Request Token URL:    https://app.prodpad.com
Access token URL:    https://app.prodpad.com
Authorize URL:    https://app.prodpad.com

Link applications modal window

Now go back to ProdPad and copy your public key (use the ' Copy' button to grab the key in one click).

Authorize your connection modal window.

Navigate back to Jira and paste the key into the '  Public Key' field. Be sure to copy and paste the whole key, including the BEGIN and END parts. Enter prodpad for Consumer Key and ProdPad for Consumer Name. Click Continue to move on to the next step. 

Once the application link has finished processing, you'll see a message confirming the successful creation of the application link in the bottom left-hand corner of Jira. 

All done! Head back to ProdPad.

Authorize your connection

Once in ProdPad, click the ' Authorize' button. If your application link was set up correctly, you will see the screen below; click Allow – now the two applications are connected and ready to exchange data.

Step 4: Connect to Jira project and choose issue types

In this step, you will choose a Jira project to connect to and configure the relationship between Jira issues and ProdPad Ideas and User stories.

Top Tip

If you need to push Ideas to multiple projects in Jira, set these up as separate integrations. You may set up as many integrations as you like – as long as you use the same account (Jira workspace URL), they will only count as one integration.

First, select a project from the dropdown.

Then choose Jira issue types that would correspond with ProdPad Ideas and User stories.

For the best results with this integration, the mapping we recommend is: 

This would allow to have a parent/child relationship between the Jira issues created, similar to how User stories are linked to Ideas in ProdPad.

You can choose to map your Ideas to a base-level issue type in Jira (for example, Task), too – in such cases Ideas and User stories will appear in Jira as unrelated issues. Once you've finished setting up your mapping, click  Next to continue to the next step. 

Please note that mapping of Ideas is required – the integration will not work without it. However, if you do not want to push User stories into Jira, you may skip their mapping – just leave the default selection in the dropdown and move to the next step.

Step 5: Map Idea fields to Jira issue fields

Now let's map the fields on the Idea canvas in ProdPad to the issue fields in Jira. The options you see in the dropdowns will depend on the issue type you selected for Ideas earlier.

For the integration to work,  it is required to map Jira Summary field and any other fields marked as Required in your account. For convenience, the Idea fields will be automatically mapped depending on the Jira issue type option you selected for Ideas in the previous step, but the default mapping for these fields can be changed as required. To map other fields, use the 'Add mapping' button; you can map as many fields as you and your team need. You can remove additional field mappings by clicking 'X'.

Please note that full sync integration does not support mapping to multiple fields at this time. It means that for each Jira field, you can select only one option in the ProdPad field dropdown. Once you've finished setting up your mapping, click Next to proceed to the next stage of the integration setup. 

For an Epic, an example mapping would be:

Jira Field Type ProdPad Field Type
Summary Title
Description Description, Business Case, Functional Specs, Notes
Epic Name Title (optional)
Labels Tags
Attachments Designs, Files

For a Story, the suggested mapping is:

Jira Field Type ProdPad Field Type
Summary User Story
Description Acceptance Criteria

This assumes you are pushing ProdPad user stories to Jira Story issue type. If you are planning to push ideas as user stories, then we suggest the following:

Jira Field Type ProdPad Field Type
Summary Title
Description Description
Business Case Functional Spec

It should also be noted that whilst Jira has default field types, you can create your own fields to map ideas and user stories to in Jira. The above mapping is an example of the possible mapping types available.

Top Tip

If there are any fields that aren't showing up, make sure that they are set to 'Visible on form' within your Jira field options.

Step 6: Map User story fields

Next up is mapping ProdPad User story fields. Again, the options you see in the dropdowns will depend on the issue type you selected for User stories earlier. As with Ideas, the User Story fields will be automatically mapped depending on the Jira issue type option you selected for User Stories in the previous step, but the default mapping for these fields can be changed as required.

Map the fields; use the ' Add mapping' and 'X' controls to add or remove additional mappings.

Mapping User stories is optional. If you do not wish to push User stories into Jira, skip it by clicking the 'Skip this step' button.

Step 7: Map Jira statuses to ProdPad workflow stages

Finally, we need to set up a relationship between your Issue statuses in Jira and your Idea and User story workflow stages in ProdPad.

Once the Idea is pushed, Jira will take control over the status updates: if anybody changes a Jira issue status to the one you predefined, the workflow stage of the linked Idea or User story in ProdPad will change according to the mapping.

On the left dropdown, select all the Jira statuses that, if changed in Jira, will trigger a workflow stage change in ProdPad. Only the statuses in the selected project will be shown.

On the right dropdown, select the ProdPad workflow stage your Idea or User story will be moved to if the linked Jira issue status is changed. If you have not set up your workflow stages yet, learn how to do so in this article.

Map as many statuses as you need by clicking the ' Add mapping' button. Mapping User story stages is optional – leave the selection blank if you do not wish to sync your User stories.

Once the status mapping is done, click Activate. You'll also see the option to Start import and active next to the Activate button. This option allows you to import your Jira project issues into ProdPad and activate the integration at the same time. To learn more about importing Jira project issues into ProdPad, jump to the Importing from Jira section of this article. That's it! You'll now see the integration on the active integrations page. 


Using the Jira Full Sync integration

Pushing an Idea from ProdPad to Jira

Now that you've got your integration set up, it's time to start pushing finished Ideas from ProdPad to Jira.

Head to your Ideas List, and pick an Idea that's ready for development. On the Idea Canvas page, click Push To Development. This will open up a modal window where you can choose to push the Idea via the Jira integration you've set up, or any of your other integrations.

You will be asked if you want to push the Idea's User stories, too. If you choose to do so, any associated User stories will be pushed into Jira as separate issues and associated with the Epic that the Idea becomes (assuming the issue type selected for the Jira integration is Epic).

If you have any required fields, you will be asked to fill them in before pushing.

There will now be a link to the Jira ticket in the Integrations section at the top of the Idea. The ticket in Jira will also link back to the ProdPad Idea. To quickly navigate to the linked Issue in Jira, simply click the link in the ProdPad Idea (also to note, you can click the link in the Jira Issue to navigate back to the linked ProdPad Idea too!). 

From now on, any changes to the linked issue's status in Jira will automatically update the Idea workflow stage in ProdPad – such Ideas will be marked with a blue banner with a Jira logo on it.

If you make any changes to a pushed Idea or User Story in ProdPad, you'll notice the Push button on the Idea canvas changes to Sync updates to Jira. Clicking this button after you make changes to a pushed Idea will update the linked Issue in Jira instead of creating a separate new Issue. The updated changes will be reflected in the Jira Issue immediately when the Sync updates to Jira button is pushed. However, due to the nature of the sync, any changes made to the Jira issue can take up to 15 minutes to appear in the linked ProdPad Idea or User Story. 

Important!

After pushing an idea to Jira, you might want to make changes in ProdPad. If so, remember to save your changes frequently by clicking on the Sync updates to Jira button found in the integration menu. This button replaces the Push button after an idea has been pushed. Our full sync with Jira runs every 15 minutes from the hour, which updates the idea in ProdPad to match Jira. If this sync occurs while you’re editing in ProdPad before you’ve synced your updates, your changes will be lost as the linked Jira issue is the reference.

Importing from Jira

If you have tickets in Jira that you want to bring into ProdPad, you can import them once you have a Jira Full Sync integration set up. 

By bringing Jira tickets into ProdPad, you can:

  • Use the ProdPad idea framework to reframe and refocus tickets on the problem they're solving, and value they could provide
  • Take the idea through your workflow stages, helping you better decide if and when something is ready for development
  • Connect the idea to your products and roadmap

The import function will bring in any Jira tickets that aren't linked to existing ProdPad ideas, and match the mapping set in the integration configuration. To learn more about importing Jira project issues, check out this help article here

Sharing an integration

Working as a team? No problem! You can set your Jira integration to teamwide, allowing you to share your setup with other users in your account. This will allow the entire team (editors and admins alike) to use the integration as needed. Learn more in Enabling Team-Wide Integrations.


If you would like to provide feedback on our Jira integration or this document we would love to hear from you via our portal.

Jira Full Sync for Jira Server is available on the following Legacy plans:
Modular V1 with Dev Power-up
Essential or Advanced
Performance
Enterprise
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