Project automation: Jira Software

Project automations save time and effort managing development projects across teams. Clear and consistent information among team members improves work and documentation efficiency.

Our project automations are simple to set up and offer multiple configuration options to fit your needs.

For Jira Software, there are three automation types:

• Release channel

• Epic chat

• Sprint channel

Background

STAKEHOLDER FOCUSED Release Channel automation is used to inform stakeholders about a release/finalization of a (bigger) project.

As soon as a release starts, our app will automatically post an adaptive card into a dedicated MS Teams channel where stakeholders can get an overview about the overall timeframe and duration, included work items and progress of those work items, not yet being finished.

Although information is shared in MS Teams, this automation does not aim to open discussions or active exchanges on releases between stakeholders and development teams. It rather focuses to transparently push information to stakeholders who rely on updates.

TEAM FOCUSED Epic chat automation provides a communication hub for developers - on epics.

It helps the team to exchange and discuss on current projects. Whenever a new epic is created, the automation will initiate a MS Teams chat with a set of predefined participants. Team members across departments can join the conversation from MS Teams, too and information is shared across Jira and MS Teams. If configured, the chat is accessible in all child work items of the corresponding epic.

This automation type is primarily used for internal collaboration on epics and their work items.

STAKEHOLDER FOCUSED Sprint Channel automation basically functions like the release channel automation and is also primarily used to provide relevant information and updates on projects for stakeholder.

As soon as a new sprint starts, the automation will post an adaptive card with relevant key sprint information to a predefined MS Teams channel. As work items change their status (from To Do → In Progress → Done), stakeholders can track this progress in the respective channel.

Like release channel automations, this automation does not aim to spark discussion or exchange about the sprint in MS Teams. Instead, it focuses on consistently sharing project transparency with the relevant stakeholders involved in the project.

Release channel

Our release channel automation initiates a MS Teams channel post whenever a release is done. All participants involved in the channel will be informed about the current status and progress of all included work items of the release.

If individual work items of a release are not yet finished, this can be tracked and seen via the adaptive card. Information on projects is shared transparently across tools and can be tracked conveniently via an adaptive card.

Configure the automation to your specific needs and align it with your projects' different purposes and your team’s overall way of working.

Epic chat

Our epic chat automation initiates MS Teams chats with predefined team members of your space, whenever a new epic is created in Jira.

If configured, the epic chat can be accessible in each child work item, ensuring full project transparency across the team.

Use the epic chat to keep communication on current projects active and saved in one place.

Configure the automation to your specific needs and align it with your projects' different purposes and your team’s overall way of working.

Use Epic chat automations for any other issue type as well, such as stories, tasks and bugs.

Background

Our project automation combines several configuration options of our Microsoft 365 for Jira app. We recommend reviewing them first before jumping into the set-up itself. In the section below we want to outline steps which require attention and preparation.

Of course, you can configure them during the set-up process of the automation via the arrow next to the individual steps.

Setup a service user

In order to start a MS Teams chat from Jira, you'll need a licensed Microsoft user.

Since this automation starts MS Teams chats automatically whenever a new epic is created (which is not necessarily your personal project), you should not use your personal credentials as the sender.

Follow the link next to the service user tab in the automation settings to set them up.

Setup a chat template

Select a suitable text template as the basis for the initial chat message posted by the Service User when a new epic is created.

We recommend to set-up a template before configuring the automation. To do so, go to your space settings. Alternatively, you can do so when clicking on the arrow.

If there is already a template at hand, conveniently select it via the drop down menu.

Make sure, that the message aligns with the purpose of the chat and may already contain overall information / next steps for the team.

Setup a chat Preset

Chat behavior and subsequent actions after posting the chat to MS Teams, depend solely on the preconfigured Preset (keyword: built-in automation).

For example, it is the Preset that will kick off actions like adding a JSM comment to the work item after the chat has been started. Or that the chat will be backed up as a PDF file, if the work item is resolved.

The Preset should to be configured before in the space settings. Alternatively, do so via the arrow. Make sure that the Preset has a clear and distinct name to find it easily in the drop down menu.

Existing epics

For existing epics the project automation will not work.

If you want to create an epic chat for existing epics, you need to set-up a dedicated Teams chat Preset via the space setting.

⭐ We recommend to give your Preset a unique title to locate it easily among your other MS Teams chats in your work item, if they are existing (see below screenshot).

You can then easily start an epic chat with your team right from your work item, just as you’re used to with any other MS Teams chats / channel conversation you can kick off from Jira.

Configure the Preset to suit your needs, ensuring that message content, (number of) participants, sharing options, and built-in automations are set correctly.

Feature at a glance

Communicate centrally on epics

If a new epic (story, task, bug) is created in your space, the automation will kick off a dedicated MS Teams chat with your team or specific participants (depending on your configuration).

Use epic chats to share updates, request approvals or reviews, and discuss challenges with all people involved. The chat will also be available in all related work items of the epic for full transparency.

Share information in MS Teams

Based on the configuration of the Epic Chat Preset (keyword: built-in automation), the Smart Connect bot will post updates on child work items into the chat via an adaptive card.

Teams working in Microsoft Teams can easily follow up on updates and can join the process whenever needed.

Sprint channel

Our sprint channel automation initiates a MS Teams channel post whenever a new sprint starts. All participants involved in the channel will be informed about the current status and progress of included work items of the sprint.

Use this automation specifically when stakeholders need to be involved and regularly informed about the current status of a project. As sprints focus on a specific time frame and aim to deliver relevant parts of a final product or service, it can be important to maintain transparency with customers and enable them to contact people involved in the sprint via MS Teams.

Configure the automation to your specific needs and align it with your projects' different purposes and your team’s overall way of working.

Automation configuration

The configuration of all automation types mentioned here, are basically the same.

The automation rules for sprint and release channel follow the same structure while the one for epic chats require a few more options to be configured.

The set-up of all automation types, needs to be done via a Jira project admin.

Project admin configuration

Via the project settings of your Jira Software space, the Jira project admin needs to configure the automation first.

The admin can access all setup steps. The process is simple, straightforward and takes just a few clicks.

Epic Chat

For Epic chats automation, please consider our requirements from the start in order to better understand the reason why for individual steps in the configuration process.

User configuration

This feature offers instant accessibility with no user configuration needed. You can start right away.

Useful links

• You require more a more extensive and detailed automation for your team? Check out our Microsoft 365 automations and configure individual actions and triggers globally: https://support.yasoon.com/M365FJ/automation-features