The Create Issue and Update Issue automation actions for Jira Cloud in SmartSuite allow you to automatically add or modify issues in Jira based on workflow triggers.
If you're new to automations, check out our guides on creating an automation and managing automations for more details.
Plan Availability | All plan types |
Permissions | Solution Managers or Administrators |
Related Reading |
What is an Action?
An automation action is a task executed when predefined conditions are met:
When something happens (the Trigger) and these conditions are met, then this event (the Action) occurs.
For Jira Cloud, this means automatically creating or updating issues based on your workflow needs.
Setting Up the Automation
Prerequisites
To use Jira Cloud automation, ensure you have:
An active Jira Cloud account.
A Jira Cloud instance.
Solution Manager or Administrator permissions in SmartSuite.
Note: To learn more about permissions, visit our roles and permissions guide.
Accessing Automations
To access automation settings:
Click on Automations in the Solution drop-down menu.
Open the Automations dialog.
Click Add Automation to create a new automation.
Configuring the Jira Cloud Action
Step 1: Choose a Trigger
A trigger determines when the automation runs. Examples include:
When a Record is Created: Creates a new Jira issue when a new record is added in SmartSuite.
When a Record is Updated: Updates an existing Jira issue when a SmartSuite field is modified.
Step 2: Select the Jira Cloud Action
After selecting a trigger, navigate to the Integrations section.
Choose Jira Cloud from the action list.
Select either:
Create Issue – Adds a new issue to Jira Cloud.
Update Issue – Modifies an existing issue in Jira Cloud.
Adding an Issue in Jira Cloud
Step 1: Connect Your Jira Cloud Account
Click Connect to authorize SmartSuite with Jira Cloud.
If prompted, log in to your Jira Cloud account.
Accept the permission request.
Once connected, close the dialog window.
Note: You can disconnect your Jira Cloud account at any time by clicking Disconnect in the settings.
Step 2: Configure the Issue Details
Project – Choose the Jira project where the issue will be created.
Issue Type – Select the type of issue (e.g., Task, Bug, Story).
Summary – Enter a brief summary of the issue.
Description – Provide a detailed description of the issue.
Labels – Add relevant labels for categorization.
Custom Fields – Add custom fields defined in your Jira Cloud project by clicking Add Fields.
Use static values or dynamically map fields from the triggering record.
Click Save Automation to apply changes.
Tip: You will be prompted to activate the automation. Select Yes, switch it on to enable it immediately.
Updating an Existing Jira Issue
Step 1: Find the Issue to Update
To update an existing issue, specify a search condition based on:
Issue ID – Match based on the unique issue identifier.
Summary – Find issues with a matching summary.
Description – Locate issues containing specific keywords.
Labels – Filter issues by assigned labels.
Issue Type – Match specific issue types (e.g., Bug, Task, Story).
Note: You can add multiple conditions using AND (all conditions must be met) or OR (any condition can be met) logic to refine search results.
Step 2: Configure the Update Fields
Click Choose Field to specify which Jira fields should be updated.
Enter the new values using static data or dynamically map values from the triggering record.
You can add multiple fields to update within the same action.
Once all fields are configured, click Save Automation to finalize the setup.
Tip: Ensure that the selected update fields align with the data structure in Jira to prevent conflicts or unexpected behavior.
Practical Use Cases and Scenarios
1. Automating Bug Tracking
Scenario: A QA team wants new SmartSuite bug reports to be automatically logged in Jira.
Solution: Set up a When a Record is Created trigger to create a new Bug issue in Jira Cloud.
2. Keeping Tasks in Sync
Scenario: A project management team needs task updates in SmartSuite to reflect in Jira.
Solution: Use the When a Record is Updated trigger to modify corresponding issues in Jira Cloud.
3. Managing Feature Requests
Scenario: A product team wants to track new feature requests from SmartSuite in Jira.
Solution: Configure an automation to create a Story issue in Jira Cloud when a new feature request is submitted.