Share configuration (or ownership) of a Jira Connector workflow

That Guy
That Guy
edited 05/17/21 in API & Developers

I know it has been a few years since these questions began surfacing, so I am hoping we have made progress beyond "Please submit an RFE" - especially there has been a considerable focus in the industry on reducing single points of failure (SPOF).

Is there any way to either share ownership of a Jira Connector workflow with another appropriately licensed user - or at least export the settings so other appropriate licensed users can create copies for later reference?

Best Answers

  • That Guy
    That Guy
    Answer ✓

    PS: @Mark Mader - it is issues such as this one that go on for years. With each passing year the workarounds become increasingly outside the risk tolerance of enterprise SecOps, and Infrastructure best practices. Yet these matters linger for years - hidden behind the "Submit an RFE" deflection of burden back to the same customers who came to you to reduce workload, complexity and costs.

    Shifting that burden back to the customer is not your path forward. The ability to import/export from Office and some questionably useful paid add-ons are not going to be how Smartsheet stays at - or gets below, that 6%-10% Customer Churn.

    Again, get your Data Scientists cracking, because about half of that goal is buried in these posts -- hidden behind "The Phantom RFE Submission Form". The rest of it will require you to give some serious consideration to Conway's Law, and to decide to make Smartsheet App 9and the paid add-ons) reflect your publicized commitment to customer satisfaction.

  • riversofbelief
    Answer ✓

    Hi Genevieve,

    Two people need to be able to edit and run Smartsheets to Jira and back, for different reasons, different situations. We need ONE fully vetted set of scripts. When we have to fix/change one, we DON'T need to try to manually synchronize everyone's individual scripts! Your approach is wholly chaotic. The very suggestion that we have our admins try to work the back end emails or logins when people move about the company is stupid - except perhaps as a very short workaround while Smartsheets actually comes up with a viable long term solution.

    Stupid is not meant to be mean in this case. I mean an actually poorly thought out, under engineered approach. I mean an approach that is NOT customer centric, customer serving, as we are trying to tell you. Not being in touch with your customers needs. It goes beyond single point of failure. It goes to BASIC abilities to protect our company's investment in Smartsheets, and S>J integration.

    I'm looking forward to a better response. One that:

    1. Allows team members with IDENTICAL permissions to see IDENTICAL scripts.
    2. Allows team members to EXECUTE and EDIT the scripts, so that others with the same rights benefit from changes to the same, shared scripts.
    3. Doesn't require your customers to do IT gymnastics and coordination, such as setting up special accounts and then asking your customers to internally coordinate, log in as someone other than themselves, etc.

    Reuse. Shared understanding. Redundant access. NOT complex half measures...


    Tim

Answers

  • Genevieve P.
    Genevieve P. Employee Admin

    Hi @That Guy

    No, there currently isn't a way to share ownership or transfer a Jira connector workflow from one user to another. The workflow will need to be re-built by this other licensed user. Because of this, it's recommended to use a generic service account in both Smartsheet and Jira (see: Set Up a Connection Between Jira and Smartsheet).

    If you need to create copies, you can either take screen captures of the workflows to use as a reference, or you could obtain the Workflow Execution files for your existing Workflows to use as a reference.

    Cheers,

    Genevieve

  • Genevieve P.
    Genevieve P. Employee Admin

    Hi @That Guy

    To create a JIRA workflow a user is not required to have JIRA admin permissions, and the connector allows users to set up synchronization workflows without requiring any kind of coding or API expertise. 

    I understand your view on the SPOF, however workflows which sync in and out of Smartsheet are dependant on sheet sharing permissions that the workflow owner has within the app. This dictates the necessity for single users to own workflows. Please provide your feedback to our Product team by filling in this form, here.

    Thank you!

    Genevieve

  • Genevieve P.
    Genevieve P. Employee Admin

    Yes, if you want multiple users to view the same workflow configuration directly (without using screen captures or the WEX file) you could set up a shared account that builds the workflows. 

    However keep in mind that when a user sets up a specific workflow, as long as the user remains active in Smartsheet the workflow will continue working. If you need to edit or adjust this workflow, you will need to be able to login to the connector with this user's email, but the connector recognizes the user by the Smartsheet user ID, not the specific email address. This means that a System Admin for your organization can help update the Primary email for that account, which will allow you to gain access to view those workflows from a different email (for example, if a user leaves the organization).

    If you have more questions or feedback specific to how the JIRA Connector works, please use the form above or reach out to our Support team for clarification.

    Thanks!

    Genevieve

  • riversofbelief
    Answer ✓

    Hi Genevieve,

    Two people need to be able to edit and run Smartsheets to Jira and back, for different reasons, different situations. We need ONE fully vetted set of scripts. When we have to fix/change one, we DON'T need to try to manually synchronize everyone's individual scripts! Your approach is wholly chaotic. The very suggestion that we have our admins try to work the back end emails or logins when people move about the company is stupid - except perhaps as a very short workaround while Smartsheets actually comes up with a viable long term solution.

    Stupid is not meant to be mean in this case. I mean an actually poorly thought out, under engineered approach. I mean an approach that is NOT customer centric, customer serving, as we are trying to tell you. Not being in touch with your customers needs. It goes beyond single point of failure. It goes to BASIC abilities to protect our company's investment in Smartsheets, and S>J integration.

    I'm looking forward to a better response. One that:

    1. Allows team members with IDENTICAL permissions to see IDENTICAL scripts.
    2. Allows team members to EXECUTE and EDIT the scripts, so that others with the same rights benefit from changes to the same, shared scripts.
    3. Doesn't require your customers to do IT gymnastics and coordination, such as setting up special accounts and then asking your customers to internally coordinate, log in as someone other than themselves, etc.

    Reuse. Shared understanding. Redundant access. NOT complex half measures...


    Tim