Jira Integration Manual

Overview

The Jira integration is a paid add-on feature and must be enabled prior to use. Contact your account manager, or accountmanagers@responsive.io, to enable it.

The Jira integration makes it 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.

It 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 teams can prioritize that and improve the product accordingly.
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.

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.

Permissions

Only product and site administrators can install apps.

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

Select the applicable tab for your edition of Responsive.

Installing the Jira Instance

You can install the JIRA Instance either from Atlassian Marketplace or manually.

Installing from Atlassian Marketplace
1. Go to https://marketplace.atlassian.com/apps/1222755/rfpio-for-jira?hosting=cloud&tab=overview and click Get it now.
2. Select the instance from the drop-down list, then click Install app.
  Note: Only instances to which you have access will be displayed.
Installing Manually
1. Login to Jira using your valid credentials, then click Settings from the left pane.
2. Click Apps.
3. Click Manage apps.
4. Click Settings, then check the Enable development mode box and click Apply.
5. Click the Upload app link once it displays.
6. When the Upload app pop-up displays, enter the following file URL in the From this URL field: https://app.rfpio.com/jira/atlassian-connect.json and click Upload.
7. Click Close on the Success message. The app will be installed and will be displayed as shown below:
Configuring Webhooks

Once Jira is installed, you must configure Webhooks to enable syncing Jira issues to Responsive.
1. Login to Jira using your valid credentials, then click Settings from the left pane.
2. Click System.
3. Click Webhooks.
4. Click Create a Webhook.
5. Complete the information on the New Webhook Listener page:
  - Enter a name for the new Webhook.
  - Select Enabled as the status.
  - Enter the following URL in the URL field, replacing <CompanyID> with your actual company ID: https://app.rfpio.com/rfpserver/jira/webhooks/<CompanyID>/${issue.id}
    Note: The company ID can be fetched from the URL anywhere within the Responsive application as shown below:
  - Enter labels=LinkedWithResponsive in the Issue related events field.
  - Check the Issue: Updated and Deleted. boxes.
  - Check the Comment: Created, Updated, and Deleted boxes.
6. 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 (BUs) if they are enabled for your organization.
1. Go to Organization Settings > Integration > Issue Tracking and click Configure on the Jira tile.
2. Turn the Jira toggle on, then complete the following information:
  - Enter a name for the Jira instance and turn on the toggle to enable it.
    Note: If Jira is enabled, but the Jira instance is disabled, you will not be able to link with/create any Jira issues.
  - Select a Business Unit, if applicable.
    Note: If BUs are enabled for your company, Jira will be available only for the BU for which the instance is configured. Users in other BUs will be displayed with a Jira option, however, upon selecting the Jira option no Jira issues or options to create/link issues will be available.
  - Select a color for the instance.
  - Enter the instance URL.
  - Select the associated checkbox to notify users on ticket updates and comments.
3. Click Connect to enable the instance.
  - If connected successfully, Account connected displays.
  - If Responsive is not installed in Jira, a warning message as shown below will be displayed:
4. Map the Responsive fields with the Jira fields.
  Note: The Ticket ID field in Responsive must be mapped with the Key field in Jira (mandatory).
5. Click Submit.
Creating New JIRA Issues

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

Creating Jira Issues at the Question Level
1. Click on the question for which a new issue has to be created.
2. Click the More Options menu and select Jira.
3. Click Create New Issue.
4. Complete the following information on the Create Issue pop-up:
  Note: Project, Issue Type, and Summary are mandatory fields.
  - Select a Project from the drop-down options.
  - Select the Issue Type.
  - Enter a summary for the issue.
  - Enter Components, Sprints, Fix versions, and Labels.
  - Select Priority from the drop-down menu.
  - Select Assignee from the drop-down menu.
  - Click Attach Files to attach any supporting documents (optional).
5. Click Create. A success message will be displayed and the issue created will be displayed as shown below:
Creating Issues at the Section Level
1. Click on the section for which a new issue has to be created.
2. Click the More Options menu and select Jira.
3. Click Create New Issue.
4. Complete the following information on the Create Issue pop-up:
  Note: Project, Issue Type, and Summary are mandatory fields.
  - Select a Project from the drop-down options.
  - Select the Issue Type.
  - Enter a summary for the issue.
  - Enter Components, Sprints, Fix versions, and Labels.
  - Select Priority from the drop-down menu.
  - Select Assignee from the drop-down menu.
  - Click Attach Files to attach any supporting documents (optional).
5. Click Create. A success message will be displayed and the issue created will be displayed as shown below:
Creating Issues at the 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, then click the Linked Issues tab.
  - All Jira issues created for the project, its sections, and questions are also 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.
2. Click Create New Issue, then complete the following information on the Create Issue pop-up:
  Note: Project, Issue Type, and Summary are mandatory fields.
  - Select a Project from the drop-down options.
  - Select the Issue Type.
  - Enter a summary for the issue.
  - Enter Components, Sprints, Fix versions, and Labels.
  - Select Priority from the drop-down menu.
  - Select Assignee from the drop-down menu.
  - Click Attach Files to attach any supporting documents (optional).
3. 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.

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 menu and select Jira.
3. Click Link Existing Issue.
4. Complete the following information on the Link Issue pop-up:
  - Select a Project from the drop-down options. The list of issues associated with that Jira project will be displayed.
  - Select the check-box associated with the issue to be linked. Multiple issues can be selected.
5. Click Add. A success message will be displayed and the issue linked will be displayed as shown below:
Linking Issues at the Section Level
1. Click on the question which has to be linked with an existing issue.
2. Click the More Options menu and select Jira.
3. Click Link Existing Issue.
4. Complete the following information on the Link Issue pop-up:
  - Select a Project from the drop-down options. The list of issues associated with that Jira project will be displayed.
  - Select the check-box associated with the issue to be linked. Multiple issues can be selected.
    Note: Issues that are already linked will be disabled from linking.
5. Click Add. A success message will be displayed and the issue linked will be displayed as shown below:
Linking Issues at the Project Level
1. Click on the project to which the issues have to be linked with.
2. Click the Linked Issues tab.
  - 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, then complete the information on the Link Issue pop-up:
  - Select a Project from the drop-down options. The list of issues associated with that Jira project will be displayed.
  - Select the check-box associated with the issue to be linked. Multiple issues can be selected.
    Note: Issues that are already linked will be disabled from linking.
4. 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 that display at the Section and Project levels.
1. Go to Organization Settings > Integration > Issue Tracking and click Manage Fields.
2. Do the following as needed on the Manage Fields pop-up:
  - To remove the fields from Project/Section views, clear the associated checkbox.
  - To delete a field, click the Delete icon. A deletion confirmation pop-up will be displayed to confirm the deletion.
    Note: The Ticket ID field cannot be deleted.
  - To add a new field, click Add New, enter the field name and make selections to display in Project and Section views.
  - To edit the field names, click the name and then enter 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.
3. Click Save.
Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.

Installing the Jira Instance

You can install the JIRA Instance either from Atlassian Marketplace or manually.

Installing from Atlassian Marketplace
1. Go to https://marketplace.atlassian.com/apps/1222755/rfpio-for-jira?hosting=cloud&tab=overview and click Get it now.
2. Select the instance from the drop-down list, then click Install app.
  Note: Only instances to which you have access will be displayed.
Installing Manually
1. Login to Jira using your valid credentials, then click Settings from the left pane.
2. Click Apps.
3. Click Manage apps.
4. Click Settings, then check the Enable development mode box and click Apply.
5. Click the Upload app link once it displays.
6. When the Upload app pop-up displays, enter the following file URL in the From this URL field: https://app.rfpio.com/jira/atlassian-connect.json and click Upload.
7. Click Close on the Success message. The app will be installed and will be displayed as shown below:
Configuring Webhooks

Once Jira is installed, you must configure Webhooks to enable syncing Jira issues to Responsive.
1. Login to Jira using your valid credentials, then click Settings from the left pane.
2. Click System.
3. Click Webhooks.
4. Click Create a Webhook.
5. Complete the information on the New Webhook Listener page:
  - Enter a name for the new Webhook.
  - Select Enabled as the status.
  - Enter the following URL in the URL field, replacing <CompanyID> with your actual company ID: https://app.rfpio.com/rfpserver/jira/webhooks/<CompanyID>/${issue.id}
    Note: The company ID can be fetched from the URL anywhere within the Responsive application as shown below:
  - Enter labels=LinkedWithResponsive in the Issue related events field.
  - Check the Issue: Updated and Deleted. boxes.
  - Check the Comment: Created, Updated, and Deleted boxes.
6. 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 (BUs) if they are enabled for your organization.
1. Go to Organization Settings > Integration > Issue Tracking and click Configure on the Jira tile.
2. Turn the Jira toggle on, then complete the following information:
  - Enter a name for the Jira instance and turn on the toggle to enable it.
    Note: If Jira is enabled, but the Jira instance is disabled, you will not be able to link with/create any Jira issues.
  - Select a Business Unit, if applicable.
    Note: If BUs are enabled for your company, Jira will be available only for the BU for which the instance is configured. Users in other BUs will be displayed with a Jira option, however, upon selecting the Jira option no Jira issues or options to create/link issues will be available.
  - Select a color for the instance.
  - Enter the instance URL.
  - Select the associated checkbox to notify users on ticket updates and comments.
3. Click Connect to enable the instance.
  - If connected successfully, Account connected displays.
  - If Responsive is not installed in Jira, a warning message as shown below will be displayed:
4. Map the Responsive fields with the Jira fields.
  Note: The Ticket ID field in Responsive must be mapped with the Key field in Jira (mandatory).
5. Click Submit.
Creating New JIRA Issues

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

Creating Jira Issues at the Question Level
1. Click on the question for which a new issue has to be created.
2. Click the More Options menu and select Jira.
3. Click Create New Issue.
4. Complete the following information on the Create Issue pop-up:
  Note: Project, Issue Type, and Summary are mandatory fields.
  - Select a Project from the drop-down options.
  - Select the Issue Type.
  - Enter a summary for the issue.
  - Enter Components, Sprints, Fix versions, and Labels.
  - Select Priority from the drop-down menu.
  - Select Assignee from the drop-down menu.
  - Click Attach Files to attach any supporting documents (optional).
5. Click Create. A success message will be displayed and the issue created will be displayed as shown below:
Creating Issues at the Section Level
1. Click on the section for which a new issue has to be created.
2. Click the More Options menu and select Jira.
3. Click Create New Issue.
4. Complete the following information on the Create Issue pop-up:
  Note: Project, Issue Type, and Summary are mandatory fields.
  - Select a Project from the drop-down options.
  - Select the Issue Type.
  - Enter a summary for the issue.
  - Enter Components, Sprints, Fix versions, and Labels.
  - Select Priority from the drop-down menu.
  - Select Assignee from the drop-down menu.
  - Click Attach Files to attach any supporting documents (optional).
5. Click Create. A success message will be displayed and the issue created will be displayed as shown below:
Creating Issues at the 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, then click the Linked Issues tab.
  - All Jira issues created for the project, its sections, and questions are also 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.
2. Click Create New Issue, then complete the following information on the Create Issue pop-up:
  Note: Project, Issue Type, and Summary are mandatory fields.
  - Select a Project from the drop-down options.
  - Select the Issue Type.
  - Enter a summary for the issue.
  - Enter Components, Sprints, Fix versions, and Labels.
  - Select Priority from the drop-down menu.
  - Select Assignee from the drop-down menu.
  - Click Attach Files to attach any supporting documents (optional).
3. 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.

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 menu and select Jira.
3. Click Link Existing Issue.
4. Complete the following information on the Link Issue pop-up:
  - Select a Project from the drop-down options. The list of issues associated with that Jira project will be displayed.
  - Select the check-box associated with the issue to be linked. Multiple issues can be selected.
5. Click Add. A success message will be displayed and the issue linked will be displayed as shown below:
Linking Issues at the Section Level
1. Click on the question which has to be linked with an existing issue.
2. Click the More Options menu and select Jira.
3. Click Link Existing Issue.
4. Complete the following information on the Link Issue pop-up:
  - Select a Project from the drop-down options. The list of issues associated with that Jira project will be displayed.
  - Select the check-box associated with the issue to be linked. Multiple issues can be selected.
    Note: Issues that are already linked will be disabled from linking.
5. Click Add. A success message will be displayed and the issue linked will be displayed as shown below:
Linking Issues at the Project Level
1. Click on the project to which the issues have to be linked with.
2. Click the Linked Issues tab.
  - 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, then complete the information on the Link Issue pop-up:
  - Select a Project from the drop-down options. The list of issues associated with that Jira project will be displayed.
  - Select the check-box associated with the issue to be linked. Multiple issues can be selected.
    Note: Issues that are already linked will be disabled from linking.
4. 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 that display at the Section and Project levels.
1. Go to Organization Settings > Integration > Issue Tracking and click Manage Fields.
2. Do the following as needed on the Manage Fields pop-up:
  - To remove the fields from Project/Section views, clear the associated checkbox.
  - To delete a field, click the Delete icon. A deletion confirmation pop-up will be displayed to confirm the deletion.
    Note: The Ticket ID field cannot be deleted.
  - To add a new field, click Add New, enter the field name and make selections to display in Project and Section views.
  - To edit the field names, click the name and then enter 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.
3. Click Save.