Jira tracking for reviewers

TerraTrue can automatically create a Jira issue for the review team in their preferred Jira project. Enabling automatic Jira issue creation for review teams allows reviewers to track their tasks directly from Jira. 

Turn on Jira tracking for reviewers

To get started, decide which review team is required for a launch. The Jira tracking settings must be configured per review team.

1. Navigate to Org Settings > Review Teams
2. Select a review team
3. Select the Jira Tracking tab
4. Toggle the setting On

Step 1 (required):  Create Jira Issue

1. Select a Jira project from the drop-down menu, then pick the Jira issue type for the review-related issue.
2. Select Continue to proceed to the next step.

Jira issue creation troubleshooting

A Jira issue will usually be created for a configured review team when screening completes i.e. the launch moves out of the "Not Screened" status. If however the review team status was set to "Not Needed" by a screener workflow, then a Jira issue will not be created at that time.

If in the future that review team's status is updated to a status other than "Not Needed", then a Jira issue for that review team may be created at that time, if the configuration is still active. 

Step 2 (optional): Link related Jira issue 

1. Select an issue link type from the drop-down menu to link the review-related issue to the launch-related issue.
   This is simply a way to define how the two issues correspond—for example, select reviews when a team must review the launch-related issue.
2. Select Continue to proceed to the next step.

Step 3 (optional): Sync review assignee

Enabling this setting eliminates the need to change assignee information within both platforms manually. Instead, assignee updates are automatically synced bidirectionally between TerraTrue and Jira.

For reviewers who use Jira for task management, assignee syncing allows you to track your assigned issues alongside your other tasks. It also clarifies who is responsible (to both you and Launch collaborators) when a reviewer reassigns an issue that was formerly assigned to you.

1. Toggle Sync Review Assignee to Yes.
2. Click Save to proceed to the next step or click Done to complete setup.

Step 4 (optional): Sync review status  

Enabling this setting allows bidirectional syncing between the review status in TerraTrue and the corresponding Jira issue status, so that status information is consistent between both platforms.

As a reviewer who uses Jira for task management, you'll see the corresponding issue update when a TerraTrue user changes the status of your assigned review so that it's easy for you to track its progress.

As a Launchpad user, you can rely on the Launchpad to reflect the latest information on review status even if results and progress are maintained in Jira so that you can use both systems effectively.

1. Toggle Sync Review Assignee to Yes.
2. Next, map TerraTrue review statuses to Jira issue statuses in a way that makes sense for the review teams. 

   You’ll need to map at least one status from both sides before they sync. 
   Please note, when mapping a status from TerraTrue to Jira, the same status should be mirrored when mapping from Jira to TerraTrue, as seen in the example below.
   
   

3. Click Done to complete setup.
   
   

Consider the following before enabling review status syncing:

• Retroactive syncing will not take place once the feature has been turned on. You will need to wait until a status is updated on either platform for syncing to begin.
• If a new target Jira project is selected in Step 1, you will need to reconfigure your preferences since that new project may have different workflows and statuses. The connection between the previously linked Jira project and the TerraTrue review will remain, but no will no longer sync moving forward.

Syncing troubleshooting

Messaging will appear on both platforms if there are incompatible permissions between the TerraTrue reviewer and the Jira issue assignee.

Incompatible permissions scenarios:

When a reviewer is assigned from TerraTrue who does not meet permission requirements in Jira:

• A comment will appear in the review-related Jira issue noting that the assignee cannot be added because they do not have permissions to be assigned issues in the project.

When a reviewer is assigned from Jira who does not meet permission requirements in TerraTrue:

•  A log is added to the TerraTrue revision history noting that the assignee has been changed in Jira to someone who is not on the TerraTrue review team. 
• A comment is added to the review-related Jira issue noting that the assignee cannot be added because they are not on the TerraTrue review team.

When a status is updated from Jira by a user who does not meet permission requirements in TerraTrue:

•  A log is added to the TerraTrue revision history noting that the status has been changed in Jira, but could not be changed in TerraTrue. 
• A comment is added to the review-related Jira issue noting that the status cannot be changed in TerraTrue because the Jira user is not on the TerraTrue review team.