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Configuring the Workfront Add-On for Jira

To integrate your Jira and Workfront systems, you can use the Workfront add-on for Jira. After installing the add-on, you can define workflows that create Jira issues automatically when Workfront work items are created. The items in both applications become linked, and some of their information can be automatically updated in both Jira and Workfront. 

The Workfront add-on is available for both the On-Premise and On-Demand versions of Jira.

All users in Workfront and Jira can benefit from this integration. They only need a license for the system in which they work the most, and not for both systems. 

Installing the Workfront Add-On for Jira

Installing the Workfront add-on for Jira On-Demand is identical to installing it on an On-Premise instance of Jira. 

You must be a Jira system administrator to install the Workfront add-on.

If you are not a system administrator, you can browse for the Workfront add-on and request it to be installed. Your request is sent to the Jira system administrator for approval and installation.
For more information about requesting an add-on to be installed on your Jira application, see "Managing user requests for add-ons."

To install the Workfront add-on for Jira: 

  1. Log in to Jira as a system administrator.
  2. Find the Workfront for Jira add-on in the Atlassian Marketplace
  3. Click Get it now to install it. 
    After the installation completes, you can log in to Workfront from Jira and configure your integration. 

Considerations for Jira On-Premise

Although installing the Workfront add-on in the two Jira environments is similar, you must consider the following when working with a Jira On-Premise installation:

  • When configuring the add-on in Jira, the address specified in the JIRA Base URL field may not be the same URL you use to access Jira on your private server. The JIRA Base URL must be a publicly-accessible address connected to your private server using NAT or reverse proxy protocols, so Workfront can access it to make requests to your server.  
  • You must use SSL encryption to secure the communication between JIRA and Workfront. When you enable SSL, you must have a full SSL certificate stack from a certificate authority. We do not support self-signed certificates. 

Configuring the Workfront Add-On for Jira 

To configure the Workfront add-on for Jira you must have system administrator access to both systems. 

IMPORTANT We recommend that you create separate system administrator accounts in both systems and dedicate them to this integration, rather than using existing ones that might be attached to users.

By configuring the Workfront add-on for Jira you can:

  • Define triggers that will create Jira items when Workfront items are created.
  • Specify which fields should synchronize between items linked between Jira and Workfront.

NOTE After you configure the Workfront add-on for Jira on your Jira environment, all Jira users see a Workfront right panel on all Jira items. The panel contains information about the items that might be linked from Workfront or specifies that no Workfront items are linked to Jira items. 
In the On-Premise version of Jira, only the issues that are associated with projects identified as triggers for the Workfront integration display the Workfront panel. 
For more information about setting up triggers for the Workfront to Jira workflow, see "Configuring Triggers for Automatically Linking Items between Workfront and Jira."

To configure the Workfront add-on for Jira:

  1. Log into Jira as a system administrator.
  2. Click Settings in the main Jira menu.
  3. Click Add-ons, then Manage add-ons.
  4. Expand the Workfront add-on.
  5. Click Configure.
  6. Enter your Workfront credentials and domain information. 
    You must log in to Workfront as a system administrator to continue the configuration.
    Jira_WF_Login_from_Jira_focused.png
  7. (Optional) Click Use SAML to log into Workfront with your SAML credentials, then specify your SAML URL
    Your SAML login portal should display. Follow your SAML log in instructions for logging in to Workfront. 
  8. Select the Triggers tab to configure the automatic creation of Jira items as new Workfront items are created. 
    For more information about setting up triggers for the Workfront to Jira workflow, see "Configuring Triggers for Automatically Linking Items between Workfront and Jira."
  9. Select the Setup tab to configure the synchronization of fields between linked Jira and Workfront items.
    For more information about setting up the synchronization of fields between Jira and Workfront, see "Setting Up Field Synchronization between Jira and Workfront Items."
    NOTE After you defined the triggers and the synchronization of fields between the two applications, any Workfront user who can create tasks or issues could potentially trigger the creation of an item in Jira if the criteria on the item they create match the triggers in Jira, even if they do not have a Jira license. Also, any Jira user can immediately start working on the Jira item, and their updates are visible in Workfront, without them having a Workfront license. Any updates in Workfront are also visible on the Jira items. 
  10. (Optional) Select the Activity Log tab to review any errors that might have occurred during the integration. 
    For more information about the Activity Log, see "Understanding the Jira Activity Log."

Configuring Triggers for Automatically Linking Items between Jira and Workfront

As the Jira system administrator, you can define triggers that would automatically create issues in Jira when an item in Workfront meets certain criteria.

NOTE It could take up to 10 minutes for the integration to create new issues in Jira.

There are several things to remember about triggering the creation of Jira items as Workfront items are created:

  • The integration is unidirectional: You can only trigger items that you create in Workfront to be automatically created in Jira. You cannot trigger items that you create in Jira to automatically be created in Workfront. 
  • There is no limit to how many triggers you can have. 
  • If an item that you create in Workfront matches more than one of the triggers, only one item is created in Jira. The item is created in Jira according to the first trigger (in the order that they have been defined in Jira). All other triggers are ignored. 
  • Only one item in Workfront can be linked to one item in Jira. You can never link one Workfront item to multiple Jira issues, or one Jira issue to multiple Workfront items. 

To configure triggers for automatically creating items in Jira: 

  1. Log into Jira as a system administrator.
  2. Click Settings in the main Jira menu.
  3. Click Add-ons, then Manage add-ons.
  4. Expand the Workfront add-on.
  5. Click Configure.
  6. Log in to Workfront as a system administrator.
  7. The Triggers tab is selected by default. 
    Triggers_tab_Jira_WF.png
  8. Click Add trigger to add a new trigger.
  9. In the Workfront team/user/role field, specify the name of a Workfront team, user, or job role. 
    Click to select it when it displays in the list. This is a mandatory field.
    NOTE You cannot have multiple triggers for the same team, user, or the same role.
    When someone creates a task or an issue and assigns it to one of these entities, an issue is automatically created in Jira. 
  10. In the Jira project field, start typing the name of a Jira project. 
    Click to select it when it displays in the list. This is a mandatory field.
    When the Jira issue is created, it is placed on the project you specify here. 
  11. Select an Issue type from the drop-down menu.
    This will indicate the issue type that is created in Jira when the conditions of this trigger are met, based on your settings for that specific project in Jira. 
  12. Click Save
    With this configuration, every time a Workfront user creates an item that matches the specified triggers, a new issue is created in Jira. 

Setting up Field Synchronization between Jira and Workfront Items

As the Jira system administrator, you can define what fields should automatically synchronize on items that are linked between Workfront and Jira. Certain fields can synchronize from the Workfront to the Jira item, and others synchronize from Jira to Workfront. 

To define what fields should automatically synchronize on items linked between the two applications:

  1. Log into Jira as a system administrator.
  2. Click Settings in the main Jira menu.
  3. Click Add-ons, then Manage add-ons.
  4. Expand the Workfront add-on.
  5. Click Configure.
  6. Log in to Workfront as a system administrator.
  7. Select the Setup tab.
    JIRA_WF_setup_tab_Jan_29.png
  8. In the SYNCHRONIZE FROM WORKFRONT TO JIRA section, select the fields that you want to update in Jira when they are updated in Workfront. 
    1. Select any of the following frequencies with which the fields are synchronized:
      • On Creation: The fields you specify are synchronized between the linked Workfront and Jira items when the item is created in Workfront. 
      • Always: The fields you specify are synchronized between the linked Workfront and Jira items when the fields are updated in Workfront. 
      • Never: The fields you specify are never synchronized between the linked Workfront and Jira items. There is no indication in Jira that the field was updated in Workfront. 
    2. Select to synchronize any of the following fields from Workfront to Jira: 
      • Name: The name of a task or an issue in Workfront becomes the name of the issue to which it is linked in Jira.
        NOTE When new items are created in Jira automatically, the Workfront Name always updates on the Jira item, regardless of whether this field is enabled here or not. When a Jira item is manually linked to a Workfront item, the Name of the Workfront item only updates in Jira when you select to Always synchronize this field. 
        For more information about linking items manually or automatically, see "Linking Items between Workfront and Jira."
      • Description: The description of a task or an issue in Workfront becomes the description of the issue to which it is linked in Jira.
      • Documents: Documents attached to a task or an issue in Workfront are also attached to the issue to which it is linked in Jira. New document versions from Wofkront are added as separate documents to Jira and are appended with _v<version number> to indicate the numbered version in Workfront.
        For example, if the name of a document in Workfront is Main Ad, and you add a new version to it in Workfront, the new version is transferred to Jira as a new document with the name Main Ad_v2.
        NOTE Documents that are linked to tasks and issues from external servers are not transferred to the Jira items. Only documents uploaded directly on the task or the issue in Workfront are transferred to the linked issue in Jira. 
      • Planned Completion Date: The Planned Completion Date of a task or an issue in Workfront becomes the Due Date of the issue to which it is linked in Jira.
        NOTE Ensure that you display Due Date on Jira issues, for this value to synchronize.
  9. In the SYNCHRONIZE FROM JIRA TO WORKFRONT section, select the fields that you want to update in Workfront when they are updated in Jira. 
    1. Select any of the following frequencies with which the fields are synchronized:
      • Always: The fields you specify are always synchronized between the linked Workfront and Jira items when the fields are updated in Jira. 
      • Never: The fields you specify are never synchronized between the linked Workfront and Jira items. There is no indication in Workfront that the field was updated in Jira. 
    2. Select to synchronize any of the following fields from Jira to Workfront:
      • Status: The Status of an issue in Jira becomes the Status of the task or issue to which it is linked in Workfront.
        For more information about Workfront statuses, see "Creating and Managing Statuses in Workfront."
      • Assignee: The Assignee of an issue in Jira becomes the Assignee of the task or issue to which it is linked in Workfront.
        IMPORTANT When you assign an item in Jira to a user who does not have a Workfront account, the integration creates a new active user in Workfront. This user does not occupy a Workfront license. Active users can be assigned to work items in Workfront, but cannot be included in updates. 
      • Attachments: Attachments of an issue in Jira are also attached to the task or issue to which it is linked in Workfront. 
  10. In the OTHER section, select what additional fields should be updated between linked items. 
    1. Select any of the following frequencies with which the fields are updated:
      • Always: The fields you specify update in Jira or Workfront every time they are modified. 
      • Never: The fields you specify never update in Jira or Workfront when they are modified.
    2. Select from the following fields and updates:
      • Show Workfront Custom Data in the right panel in Jira: Displays the Workfront Custom Data of an item in the Workfront right panel.
        NOTE Custom Form sections are displayed in the Workfront right panel with the access level of the Workfront System Administrator. (this information is also in the Updating Linked Items article)
      • Show Workfront Priority in the right panel in Jira: Displays the Workfront Priority of an item in the Workfront right panel.
      • Add an update in the Workfront Updates tab about Due Date changes in Jira: Adds a comment in the Update tab of the Workfront item when the Due Date changes in linked Jira item. 
  11. Click Save
    Now, every time a user updates any of the fields specified in this configuration on an item in either Jira or Workfront, the linked item in the other application is updated, as well. 

Understanding the Jira Activity Log

As a Jira system administrator, you can view the exceptions and errors that occur during the synchronization or creation of the tickets between Workfront and Jira in an Activity Log. 
You can see up to 500 items in the Activity Log, and they are listed starting with the most recent ones. 

To access the Activity Log: 

  1. Log into Jira as a system administrator.
  2. Click Settings in the main Jira menu.
  3. Click Add-ons, then Manage add-ons.
  4. Expand the Workfront add-on.
  5. Click Configure.
  6. Log in to Workfront as a system administrator.
  7. Select the Activity Log tab.
    View information about exceptions and errors that occurred during the creation of items or synchronization of fields between the two applications. 
    The log includes the following fields:
    • Date of the occurrence
    • The name of the user in Jira
    • Jira issue number
    • A brief description of the error that occurred. 

This article last updated on 2018-05-16 13:19:33 UTC