Smartsheet Sync for Jira
Setup takes about 15 minutes. Here's how it works, step by step.
Before you start
You'll need:
- Jira Cloud (not Data Center or Server)
- A Smartsheet Business, Enterprise or Advanced Work Management plan. Smartsheet only opens its API to those plans, so Pro can't connect.
- A sheet in the Smartsheet US or EU region
- A Jira admin to install the app
Install the app
A Jira admin installs Smartsheet Sync for Jira from the Atlassian Marketplace. In Jira, go to Apps, then Explore more apps, search for Smartsheet Sync for Jira and select Get app.
Once it's installed, open it from Apps in Jira's top bar.
Set it up
Connect
Sign in to Smartsheet from inside Jira. Only Jira admins (and whoever they allow) can set it up.
Map
Pick a sheet and a Jira space. Shim suggests where each column goes in Jira, and how parent and child rows turn into epics, stories and sub-tasks. Change whatever you want.
Preview
You get a list of every issue Shim is about to create or update, plus every value it can't copy over exactly and why.
Test
Run it on 5 rows and go look at them in Jira. If something's off, undo the test and fix the mapping.
Go live
Shim does the rest, and keeps the sheet and Jira in sync from then on. Any time it changes a value, it saves the old one first, so you can always undo it.
What syncs
| In Smartsheet | In Jira |
|---|---|
| Parent and child rows | Epics, stories and sub-tasks |
| Columns | The Jira fields you map, per issue type |
| Comments | Comments, with the name of whoever wrote them |
| Attachments and links | Attachments and links on the issue |
| Contacts | Jira users, matched for you |
When something goes wrong
If one row has a problem, Shim skips it and keeps going with the rest. The problem shows up in the app with an error code, what went wrong, and how to fix it. Here's one you might see in the preview:
Contract sign-off
Assignee [email protected] isn't a Jira user. Map this person, or leave unassigned.
Fix it, and Shim picks the row up again on the next sync.
An error code's first digit tells you where the problem is. E1 is the connection, E2 is Jira, E3 is your field mapping, and E4 is a field rule in Smartsheet.
Undoing changes
Any time Shim changes a value, it saves the old one first. To undo a change, open the row in the app's change history and select Restore field.
The 5-row test is there so you can check the result before anything else moves. If something's off, open the test in the app and select Undo test. Shim removes the issues the test created, as long as nobody has changed them since. If someone has, Shim leaves that issue alone and labels it instead.
Common questions
Can I sync comments between Smartsheet and Jira?
Yes, both ways. Each comment shows who wrote it.
What if someone changes the same field on both sides?
You pick which side wins for each field, or have Shim ask you each time. Either way, Shim hangs on to the other value, so you can switch to it later.
What Smartsheet plan do I need?
Business, Enterprise or Advanced Work Management. Smartsheet doesn't let Pro plans use its API, so Pro won't work. Sheets in both the US and EU regions are fine.
Does it work with Jira Service Management?
Yes. Rows become requests in a Jira Service Management space, with the request type you pick. Comments from the sheet go in as internal notes, so your customers never see them or get an email.
Can it move a sheet into Jira too?
Yes. The first sync brings the whole sheet into Jira, and it keeps syncing after that. If you already used Smartsheet Import for Jira, Sync picks up where the import left off.
Can I undo a change?
Yes. Any time Shim changes a value, it saves the old one first, so you can undo it. You can also undo the whole 5-row test. Shim never deletes anything, and it won't stomp on a value someone changed since the last sync.
How much does it cost?
It's free if your Jira site has 10 users or fewer. After that, it's $50 a month at 50 users, $100 at 100, $265 at 500 and $340 at 1,000. You pay through the Atlassian Marketplace.
Does it work with Jira Data Center or Server?
No, just Jira Cloud.
Still stuck?
Email [email protected], and include the error code if you have one. You'll hear back within one business day.