TeamForm for Jira App setup

The TeamForm for Jira Marketplace App is for existing TeamForm customers using Atlassian’s Jira Cloud SaaS product.

Why use the TeamForm for Jira App

With our TeamForm for Jira App, your organisation’s Jira Administrators can link Jira Projects to relevant TeamForm Teams. This allows a Jira user to click through from Jira to TeamForm to view the team and team members who deliver this project.

We also offer a TeamForm integration, that combines with the TeamForm Jira app, to import Issues from Jira into TeamForm - displaying this team’s work items as Objectives.

Initial Setup

Prerequisites:

1. Install the TeamForm for Jira Marketplace App into your Jira Cloud instance.
   A link to the Marketplace App is here: https://marketplace.atlassian.com/apps/1232958/teamform-for-jira

2. Within Jira, navigate to the Admin Page for the Marketplace App:

3. On the Admin Page, fill in your TeamForm Public API details including:

   1. Tenant ID (located via the help ? icon on the bottom left menu of TeamForm)

   2. Workspace ID (if left blank, the plugin will use TeamForm’s default Workspace)

   3. Client ID and Client Secret (refer below for TeamForm API steps)

   4. Optional: If you use a Custom TeamForm URL to connect to TeamForm, you can enter it on this page.
      e.g. company.teamform.co

   5. Click Change with each of the new setup details.

TeamForm for Jira App Setup request:
- please provide: Client Credentials (ID and Secret)

Access Level: <production, staging, test etc>
Tenant ID: <tenant id (as found above)>
Workspace ID: <workspace id>
Security Contact: <your email, or the email of the person responsible for the secure storage of the Client Credentials>
Atlassian Jira URL: <xyz.atlassian.net>

How-to Use

Project Linking

To link a project to one (or many) TeamForm Team(s):

1. Click on TeamForm on the left-hand sidebar

   • Note: on smaller screens, you might need to scroll down

   • This will show the Project-level settings for the App.

2. To assign a Team, click the select box at the bottom of the panel.

3. Click on one of the Teams to link it to this Jira Project.

4. To search for other Teams in TeamForm, type the name, or part of a name into the select box. The App will query TeamForm, and show potential Teams relevant to your search term.

   • e.g. typing: ‘customer', which should return 'Customer Success’ as the top result.

5. Once a team is linked, Jira issues will be synchronised to TeamForm however frequently the integration is configured for - every 15 minutes by default.

Issue Linking BETA

1. Head to an Issue on any Jira board on the current Instance:

2. Click on ‘TeamForm Team’ on the right-hand side.

   • A panel will open, showing that this issue is currently ‘Unassigned’ to a TeamForm Team.

3. To assign a Team, click the select box at the bottom of the panel.

   • Click on one of the Teams to link it to this Issue:

   • 

4. To search for other Teams in TeamForm, type the name, or part of a name into the select box. The Marketplace App will query TeamForm, and show potential Teams relevant to your search term.

5. Try typing: ‘customer', which should return 'Customer Success’ as the top result.

Mapping Issue Types to Team Types

For example, in your company, Epics might be completed by your organization's Departments. By mapping Jira Epics to TeamForm Departments, only Departments will be selectable in the Jira Marketplace App, and TeamForm can be configured to import all Epics as Objectives to their TeamForm Department on a schedule.

1. Go to the Admin Page of the TeamForm for Jira Marketplace App.

2. Scroll to the bottom of the Admin Page, to the section entitled: Team Type Mappings

3. Make a note of, or copy-paste, a Team Type ID from TeamForm.

   1. You can see a particular Team Type’s ID in the Org Structure section of TeamForm.

4. Find the Issue Type you would like to map to this Team Type.

5. Click Change

6. Enter your Team Type ID in the text field.

7. Click Create

   1. You can add multiple mappings to the same Jira Issue Type.

   2. You can remove a mapping by clicking on it.

8. Click Done

Linking & Importing

There are two 'levels' of linking supported by the plugin.

1. Project linking: When you link a Project to a Team, and say that all linked Projects should be imported, any child Issues under those linked projects are also imported.

   1. They will appear as Objectives of the linked TeamForm Team.

   2. They are only imported if their Issue Type has been Included (see below)

2. Direct linking: When you link an Issue to a Team, only that Issue is imported as an Objective. No Child Issues are imported.

   1. They are only imported if their Issue Type has been Included (see below)

Importing Jira Issues into TeamForm

1. On the Admin Page of the TeamForm for Jira App, click the Reveal button to show a secret URL and Key.

2. Select which Issue Types you would like to include in the Import, by using the Included column. Click Excluded on the Issue Type you wish to import, to toggle it to Included.

3. Log into your TeamForm instance, and navigate to the ‘Data Integrations’ Settings Page.

4. Click Create on New Integration

5. Select Atlassian Jira

6. Click Create datasource.

7. Paste the Key and URL revealed earlier into the relevant fields.

8. Click ‘Update’.

9. Optional: Configure a schedule for the Integration. This determines how often the data in Jira is automatically imported into TeamForm. For example, to import every 2 hours, use the frequency of 7200 seconds.

The Datasource can now reach out to the Jira plugin, and import any Issue of a Type that has been mapped to a Team Type in TeamForm.

Other TeamForm for Jira Config settings

Admin Page (Customised Message)

This section of the Admin Page is used to customise the appearance of the App for projects not yet linked to teams.

Set Un-linked default text is used to customise the message shown when an Issue or Project is not linked to a Team - to this set up:

1. Enter your custom message into the text box. You could use the following, as an example:

   1. Please go to this <a href='https://www.example.co' target='_blank'>link</a> if you need TeamForm access

2. Click Save default text

Admin Page (Permissions)

You can restrict who is able to link TeamForm Teams to projects in Jira:

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