Jira Workflow Connector

#Overview

The Workflow Connector integrates Relyance AI with Jira, enabling collaboration and automatic syncing of workflows across both platforms. This ensures that issues, assessments and risks stay in sync, reducing manual updates and potential miscommunication across teams. By pushing Relyance AI workflows into Jira, users can work faster and more efficiently while meeting other teams in the tools they already use, like Jira.

Follow these steps to set up the integration.

#Navigate to Workflow Connectors

Go to Settings in Relyance AI and select Workflow Connectors from the left-hand menu. You can also open the Workflow Connectors tab from Integrations.

#Select Jira

Locate the Jira tile on the Workflow Connectors page, marked with the Jira logo and the description "Bug and issue tracking software", and click Connect.

#Configure the Connection

Click the Jira tile to open the list of connectors. Each connector shows its Connection Status (e.g., Connected, Disabled).

#Add a New Jira Connector

Click Add Workflow Connector in the top-right corner, enter a name for the connector (e.g., "Jira Connector 6"), and click OK.

Note: Only one active Jira connector is supported at a time. If a connector is already connected, Relyance AI warns you before creating another one. Disable or remove the existing connector first.

The setup then walks you through these steps: Authentication, Issues Configuration, Assessment Configuration, Risks Configuration, Webhook Configuration (only when a field uses Two-way sync) and Completion.

#Authentication

Relyance AI connects to Jira using OAuth2. Enter your Jira subdomain (for example, your-company for your-company.atlassian.net), choose the Data Storage Location, and click Authenticate. This step ensures secure communication between Relyance AI and Jira.

#Issues Configuration

1. Select Project: Choose the Jira project where issues will be pushed.
2. Select Project Issue Type: Set the default issue type (e.g., "Story").
3. Create tickets automatically: Enable the toggle if you want tickets to be created automatically for issues of the selected types.
4. Field Mappings: The mappings are pre-filled with the matching Jira fields. Change a row, remove the ones you don't need, or click Reset to suggested to restore the defaults. Choose One-way or Two-way sync for each field.
5. Status Mappings: Map each Relyance AI status to a Jira status. Status changes only sync for statuses that are mapped.

Note: Currently, only the following fields are supported for syncing between Relyance AI and Jira:

• Title
• Description
• Comments
• Status

#Assessment Configuration

1. Select Project: Choose the Jira project where assessments will be synced.
2. Select Project Issue Type: Set the default issue type for assessments (e.g., "Task").
3. Create tickets automatically: Enable the toggle to create tickets automatically for Preliminary assessments, if desired.
4. Field Mappings: Map Relyance AI fields to Jira fields and choose One-way or Two-way sync for each. Selecting Two-way for any field adds the Webhook Configuration step.
5. Status Mappings: Map each Relyance AI assessment status to a Jira status. Statuses are matched by name, and Relyance AI statuses without a mapping don't sync.

Tasks linked to an assessment are created in Jira one level below the assessment's issue. For example, if assessments are pushed as an Epic, their tasks become Stories under that Epic; if assessments are pushed as a Task, their tasks become Sub-tasks. Push the assessment to Jira before its tasks.

Note: Currently, only the following fields are supported for syncing between Relyance AI and Jira:

• Title
• Assessment Responses (only a one way sync)
• Status

#Risks Configuration

1. Select Project: Choose the Jira project where risks will be pushed.
2. Select Project Issue Type: Set the issue type for risk tickets.

When a risk is pushed to Jira, each remediation step is created as a sub-ticket under the risk's ticket. For example, if risks are pushed as a Task, their remediation steps are created as Sub-tasks. The Jira status of the ticket is shown on the risk in Relyance AI once the webhook is registered.

#Webhook Configuration

This step only appears when Two-way sync is enabled for at least one field. In that case, you need to set up a webhook in Jira. Use the provided Webhook URL and Webhook Secret to register the webhook. The secret ensures secure transmission between the systems. Save the webhook secret securely, as it will not be displayed again.

To register the webhook, a Jira administrator goes to Settings (⚙) → System → WebHooks → Create a WebHook in Jira and fills in the following:

Once the webhook is registered, the following changes in Jira sync back to Relyance AI:

• Issues: status (through the status mappings); title and description, if mapped Two-way; comments, if the Comments mapping is Two-way.
• Assessments: status (through the status mappings); title, if mapped Two-way.
• Risks: the Jira status of the linked ticket.

Fields mapped One-way never sync back, and Jira statuses without a status mapping are ignored.

#Completion

Review the connection details, including:

• Name and Description
• Authentication Type
• The Project, Issue type and configured mappings for Issues, Assessments and Risks

Ensure the Connection Status shows as "Connected." Click Finish to complete the integration.

#Next Steps

Once the connector is configured, continue to Pushing Issues to Jira and Pushing Assessments to Jira to make the most of your integration.

#Pushing Issues to Jira

The Workflow Connector allows you to push issues from Relyance AI into Jira, making collaboration and task tracking more efficient across both systems. Here's how to manually push an issue to Jira when the integration is configured.

#Prerequisites

Ensure the Jira Connector is set up and configured correctly in Relyance AI. If automatic pushing is not enabled, issues need to be pushed manually.

#Issue Sync Options

When configuring your Jira connection, you can choose between One-way and Two-way sync:

• One-way sync: This setup pushes data from Relyance AI to Jira. Changes made in Jira will not be reflected in Relyance AI. This is useful when Jira is solely used for task tracking, and Relyance AI is the primary source of truth.
• Two-way sync: Data is synchronized between both platforms. Changes made in Jira, such as edits to the title or description, sync back to Relyance AI, and comments sync back when the Comments field is mapped Two-way. Status changes sync back for statuses that have a status mapping. Changes made in Jira only reach Relyance AI once the webhook is registered.

#How to Push Issues to Jira

1. Navigate to the Issues Screen: In Relyance AI, go to Issues under the Act section of the left-hand menu. This will show you a list of identified issues.
2. Select an Issue: Choose the specific issue you want to push to Jira. This will open a detailed view of the issue on the right-hand side of the screen.
3. Push the Issue to Jira: In the detailed view, you'll see a Push to Jira button. Click it to begin pushing the issue to Jira.
4. Select the Jira Connection: After clicking the button, a modal will appear asking you to select a Jira connection from a dropdown list. Select the appropriate connection and click Push to confirm.
5. Verify in Jira: The issue will now appear in the selected Jira project with its title, description and mapped status. The Jira title is prefixed with what the issue relates to, for example [Vendor: Acme Inc.] Contract not detected. Once pushed, a Linked Issue link to the Jira ticket appears in the detailed view.

#Additional Information

If your Jira integration is configured to automatically push certain types of issues, the manual step will not be needed. Additionally, if Two-way sync is enabled and the webhook is registered, mapped status changes made in Jira (e.g., from "Open" to "In Progress") will automatically update the issue's status in Relyance AI.

#Pushing Assessments to Jira

With the Relyance AI and Jira integration, you can push assessments directly into Jira to ensure tasks related to assessments are tracked effectively. This is especially useful for collaborating with other teams who primarily use Jira to manage their workflows. Here's how to manually push an assessment to Jira.

#Prerequisites

Ensure the Jira Connector is set up and properly configured in Relyance AI. If automatic pushing is not enabled, assessments must be manually pushed.

#Assessment Sync Options

When setting up the Jira connection, you can configure One-way or Two-way sync for assessments:

• One-way sync: Changes made in Relyance AI will be pushed to Jira, but updates made in Jira won't reflect back in Relyance AI. This setup is best if Relyance AI remains the primary source of truth for assessments.
• Two-way sync: If an assessment's title changes in Jira, or its status changes to a mapped status, Relyance AI updates the assessment, and vice versa. Changes made in Jira only reach Relyance AI once the webhook is registered. Responses only sync from Relyance AI to Jira.

#How to Push Assessments to Jira

1. Navigate to the Assessment: Go to Assessments in Relyance AI and select the specific assessment you want to push to Jira.
2. Access Assessment Details: In the assessment view, click the Assessment Details button in the upper right-hand corner of the screen.
3. Push the Assessment to Jira: After opening the details panel, click the Push to Jira button to initiate the process of pushing the assessment to Jira.
4. Select a Jira Connection: A modal will appear, prompting you to choose the Jira connection where the assessment will be pushed. Select the appropriate connection from the dropdown list and click Push to confirm.
5. Confirm in Jira: Once pushed, the assessment will appear as a new issue in the selected Jira project, and a Linked Issue link to it appears in the details panel. The Jira issue includes:
   • Title of the assessment
   • Responses of the assessment, displayed in the description field of the Jira ticket
   • Status to reflect its progress (e.g., "Open", "In Progress")

#Additional Information

If Automatic Pushing is enabled for assessments, you won't need to manually push each assessment. Additionally, if Two-way sync is configured and the webhook is registered, title and mapped status changes made to the assessment in Jira will reflect back in Relyance AI.