Synchronizing Jira Information to PSA

Jira work logs are also automatically synced with PSA task time records if you enabled either of these on the PSA Direct for Jira Settings tab:

• The Sync Jira Issues from Jira to PSA Project Tasks in PSA feature.
• The Sync PSA Project Tasks from PSA to Jira Issues in Jira feature.

For a work log to be synced to a timecard, all of the following must be true:

• For a work log to be synced to a timecard, all of the following must be true:
• The Jira user logging time must have a linked resource in PSA.
• The Jira issue that the time is logged against must belong to a project that has a linked project in PSA. If you are syncing projects to issues, the issue that the time is logged against must be linked to the PSA project or against a child issue of the linked issue.
• The resource and project in PSA must be linked via only one assignment with the Use for Syncing Time from Jira field selected for the given time frame, or the project must have the Allow Timecards Without Assignment field selected.

Notes:

• All existing assignments in your org have the Use for Syncing Time from Jira field deselected. In that case, you must perform the Select default assignments for syncing time from the Jira step in the Feature Console to automatically select this field for eligible assignments.
• When a user logs time against a Jira issue, a new timecard is created in PSA for the week of the Date Started value in Jira. The timecard's start date is calculated from the Week Start Day field of the work calendar linked to the resource. Similarly, the end date is set to the last day of the week. For example, if a user logs work on Monday, January 2, and their work calendar's week start day is Sunday, the timecard created in PSA has January 1 set as the start date and January 7 as the end date. If a timecard already exists for the week, it is updated accordingly.
• A user can log time against a Jira issue and have multiple timecards created in PSA each day until the last day of that week. For example, a user logs work on Monday, May 31, which is the last day of the month, and their timecard is approved. If they enter a new work log for Tuesday a new timecard is created.
• If a work calendar isn't specified for the resource linked to the user who logs time, the integration uses the value defined in the Week Start Day field on the Timecard Entry UI Global custom setting to calculate the timecard's start date.

Time is logged for the day specified in the Date Started field on the work log, up to the maximum hours for that day as defined in the resource's work calendar. If a user logs excessive hours for a single day, the work log is not synced. In that case, the user must change the work log in Jira.

The integration only allows logging hours for working days, as defined in the resource's work calendar. Days that have zero hours defined in the work calendar are considered non-working. If a user logs time for a non-working day, the work log is not synced. In that case, the user must change the work log in Jira.

Note:

• Only the date of the Jira work log Date Started value is used for syncing. The time from the Date Started value is ignored.

The Work Description from Jira is added as a note for each day the time is logged the ID of the work log.

Notes:

• The daily note fields, for example, Monday Notes, have a limit of 255 characters. If a work log description results in a daily note being longer than the limit, time is not logged in PSA. To prevent this, you can map the description to custom long text fields for each day.
• If the work log description in Jira contains formatted text, it is stored in Markdown format in Jira. When this is synced with PSA, the Markdown syntax is retained. As a result, you might see plain text with Markdown syntax characters in PSA.

If the assignment time is being logged against is linked to a milestone in PSA, the timecard is automatically linked to that milestone.

If a work log that is already synced to a timecard is updated or deleted in Jira, the changes are automatically propagated to PSA. This only applies if all of the following are true:

• The timecard is editable, for example, its related project or milestone is not closed for time entry.
• The timecard is in one of the statuses defined in the Timecard Edit Status Values field in the Timecard Entry UI Global custom setting.

When a work log is updated, time is distributed in the timecard in the same way as described above. Changes to the description of the work log are also reflected in PSA.

If a work log's Date Started is changed in Jira to another week, the relevant time and note are removed from the original timecard in PSA and moved to a new one. After a work log is updated or deleted, if a timecard no longer contains any logged hours, it is automatically deleted from PSA.

Note:

To keep timecards up to date, the PSA Direct for Jira creates and maintains a copy of each synced Jira work log in PSA as a record of the Jira Work Log object. You must not manually create, edit, or delete these records.

If you have mapped PSA projects with Jira issues, the following also applies:

• Work logged for the PSA project issue, its child issues and all sub-tasks is synced to PSA timecards.
• A child issue of the type Epic or higher must be linked to the parent issue using the custom field defined in the Parent Link Field in the PSA Direct for Jira custom mapping. All issues below the epic level are automatically included in the hierarchy.

If an error occurs when syncing work logs to timecards, an email notification is sent to the PSA resource linked to the Jira user who logged the time. If the Email field for the resource is blank in PSA, the notification is sent to the user specified on the PSA Direct for Jira Settings tab. Email notifications are also sent if a work log exceeds the daily time limit.

Jira work logs are also automatically synced with PSA task time records if you enabled either of these on the PSA Direct for Jira Settings tab:

• Sync Jira Issues to PSA Project Tasks
• Sync PSA Project Tasks to Jira Issues

For a work log to be synced to a task time record, all of the following must be true:

• The Jira user logging time must have a linked resource in PSA.
• The Jira issue must be of a predefined type.
• The Jira issue that the time is logged against must be linked to a PSA project task or must be a child of an issue that is linked to a PSA project task.
• The project task linked to the Jira issue that time is logged against cannot have child project tasks in PSA. This is because PSA doesn't allow logging time against summary or parent tasks. Time logged against child project tasks automatically rolls up from the lowest-level task to the higher-level tasks.
• The Jira issue that the time is logged against must belong to a project that has a linked project in PSA. If you are syncing projects to issues, the issue that the time is logged against must be a child issue of the issue linked to the PSA project.
• The resource and project in PSA must be linked via only one assignment with the Use for Syncing Time from Jira field selected for the given time frame, or the project must have the Allow Timecards Without Assignment field selected.

When a user logs time against a Jira issue, a new timecard is created in PSA for the week of the Date Started value in Jira. The timecard's start date is calculated from the Week Start Day field of the work calendar linked to the resource. Similarly, the end date is set to the last day of the week. For example, if a user logs work on Monday, January 2, and their work calendar's week start day is Sunday, the timecard created in PSA has January 1 set as the start date and January 7 as the end date. If a timecard already exists for the week, it is updated accordingly.

Notes:

• A user can log time against a Jira issue and have multiple timecards created in PSA each day until the last day of that week. For example, a user logs work on Monday, May 31, which is the last day of the month, and their timecard is approved. If they enter a new work log for Tuesday a new timecard is created.
• If a work calendar isn't specified for the resource linked to the user who logs time, the integration uses the value defined in the Week Start Day field in the Timecard Entry UI Global custom setting to calculate the task time record's start date.
• Time is logged for the day specified in the Date Started field on the work log, up to the maximum hours for that day as defined in the resource's work calendar. If a user logs excessive hours for a single day, the work log is not synced. In that case, the user must change the work log in Jira.
• The integration only allows logging hours for working days, as defined in the resource's work calendar. Days that have zero hours defined in the work calendar are considered non-working. If a user logs time for a non-working day, the work log is not synced. In that case, the user must change the work log in Jira.
• Only the date of the Jira work log Date Started value is used for syncing. The time from the Date Started value is ignored.

The Work Description from Jira is added as a note for each day the time is logged for.

Note:

• The daily note fields, for example, Monday Notes, have a limit of 255 characters. If a work log description results in a daily note being longer than the limit, time is not logged in PSA. To prevent this, you can map the description to custom long text fields for each day. If the work log description in Jira contains formatted text, it is stored in Markdown format in Jira. When this is synced with PSA, the Markdown syntax is retained. As a result, you might see plain text with Markdown syntax characters in PSA.

If a work log that is already synced to a task time record is updated or deleted in Jira, the changes are automatically propagated to PSA. This only applies if all of the following are true:

• The related timecard is editable, for example, its related project or milestone is not closed for time entry.
• The related timecard is in one of the statuses defined in the Timecard Edit Status Values field in the Timecard Entry UI Global custom setting.

When a work log is updated, time is distributed in the task time record in the same way as described above. Changes to the description of the work log are also reflected in PSA.

If a work log's Date Started is changed in Jira to another week, the relevant time and note are removed from the original task time record in PSA and moved to a new one. After a work log is updated or deleted, if a task time record no longer contains any logged hours, it is automatically deleted from PSA.

Note:

• To keep task time records up to date, the integration creates and maintains a copy of each synced Jira work log in PSA as a record of the Jira Work Log object in your org. You must not manually create, edit, or delete these records.

If an error occurs when syncing work logs to timecards, an email notification is sent to the PSA resource linked to the Jira user who logged the time. If the Email field for the resource is blank in PSA, the notification is sent to the user specified on the PSA Direct for Jira Settings tab. Email notifications are also sent if a work log exceeds the daily or weekly time limit.

When an error occurs, a Foundations message is also created with the publisher name PSA Direct for Jira/Error. For more information, see Viewing PSA Direct for Jira Error Messages .

If you enabled the Sync Jira Issues to PSA Project Tasks field, eligible Jira issues are automatically synchronized to PSA project tasks. For a Jira issue to be eligible for syncing to PSA, the following must be true:

• The Jira issue must be of a predefined issue type.
• The Jira issue must be created for a Jira project that is correlated to a PSA project. If you are mapping PSA projects to Jira issues, the issue must be a child issue of the correlated issue. For more information, see Synchronizing PSA Projects to Jira Issues.
• The Salesforce user Automated Process must have a permission control that allows them to create issues for all the projects you want to sync with Jira.

When you create an issue in Jira, the integration creates a project task in PSA with the information listed below. Similarly, when you edit an eligible issue in Jira, the connector automatically updates the related project task in PSA.

Jira Issue Field	PSA Project Task Field
Description	Long Description
Key	Jira Correlation ID
Original Estimate	Estimated Hours
Priority	Priority
Status	Status
Summary	Description
Summary	Project Task Name
Type	Jira Issue Type
Type of Issue Type (not visible in the Jira UI)	Jira Issue Type Category

In PSA, the project task is linked to the relevant project.

• If you are mapping PSA projects to Jira projects, the project task is linked to the PSA project correlated to the Jira project the issue was created in.
• If you are mapping PSA projects to Jira issues, the project task is linked to the PSA project correlated to the parent Jira issue of a predefined type. For example, you can link a PSA project to an epic in Jira and define that issues of the type Story are eligible for syncing to PSA as project tasks. When you create a story for the epic, a project task is created in PSA and linked to the PSA project that is correlated to the epic.

Notes:

• The Priority and Status values defined for the issue in Jira are not directly copied to the project task in PSA. This is because Jira and PSA have different values for the Priority and status fields. You can configure how Jira priorities and statuses are converted to PSA priorities and statuses for each project using the data transformation table Jira to PSA Status Mapping. For more information, see Customizing the Value Mappings. If the Summary field in Jira exceeds 80 characters, it is truncated in the Project Task Name. The full summary is retained in the project task's Description.
• If the Description field in Jira contains formatted text, it is stored in Markdown format in Jira. When this is synced with PSA, the Markdown syntax is retained. As a result, you might see plain text with Markdown syntax characters in PSA.
• Files attached to the Jira issue are not synced to PSA.
• Issue hierarchy from Jira is not recreated in PSA. All project tasks are created at the same level, without child tasks.
• By default, when an issue is synced to PSA, the project task's Start Date & Time and End Date & Time fields are blank. This is because Jira doesn't provide standard fields for those values. If you want these fields to be populated in PSA, you must create custom date time picker fields in Jira and modify the mappings.

When you delete an issue from Jira that was already synced to a PSA project task, the project task is automatically deleted. This only applies if the project task can be deleted from PSA.

If an error occurs when syncing issues to project tasks, an email notification is sent to the PSA resource linked to the Jira user who created the issue. If the Email field for the resource is blank in PSA, the notification is sent to the user specified on the PSA Direct for Jira Settings tab.

When an error occurs, a Foundations message is also created with the publisher name PSA Direct for Jira/Error. For more information, see Viewing PSA Direct for Jira Error Messages .