Roles
Jira Connector Admin
Jira Connector Admins, although they have the ability to, should never delete or disable a workflow for another group.
Admins also need to monitor and maintain the workflows for their group, including deleting old/unused workflows as appropriate
Limited Smartsheet user accounts with Jira Admin role who need to configure and edit Connections, view/disable/delete all workflows, assign Connector User role
- [email protected]
- Other Google groups with corresponding Smartsheet licenses
Have the following permissions:
- Create connection
- Create workflows
- Edit own workflows
- Disable own workflows
- See all workflows in the organization
- Disable any workflow in the organization
- Assign Jira Connector User role
- Enable Restrict Access setting
- Add individuals to the Restrict Access list
Connector User
All other users should have Jira (Connector) User role
Have the following permissions:
- Create workflows
- Edit own workflows
- Disable own workflows
Connector Setup
Prerequisites
To set up the connection between Smartsheet and Jira, you must have the following permissions:
In Jira:
- Jira System Admin role
In Smartsheet:
- Licensed Smartsheet user (Legacy Collaborator Model) or Member (User Subscription Model)
- Smartsheet System Admin role or Smartsheet Jira Connector Admin role
"Smartsheet advises using a generic licensed email account (e.g., [email protected]) for both Smartsheet and Jira to establish the connection. This prevents the need to redo connections or workflows if the person managing the Jira link leaves your organization, as connection ownership can't be changed."
Given that, we recommend taking the following steps:
- Create an lbl.gov Google group, eg [email protected], via https://identity.lbl.gov/creategroups
- Purchase a Smartsheet license for that group by contacting [email protected]
- Request assignment of the Jira Connector Admin role to the group address in Smartsheet by contacting via [email protected]
Create the connection
Once the above steps have been completed, log into:
https://connectors.smartsheet.com/c/jira/login
Then, follow the Connection setup instructions:
Workflows
Use the division-group-workflow name, eg it-idm-test, naming convention when creating Workflows so that Connector Admins can identify and manage workflows as necessary
Workflows can only edited by their creator
Jira Connector and Smartsheet Admins can only disable or delete workflows they did not create
Jira Connector Users can follow these steps to create workflows at https://connectors.smartsheet.com/c/jira/login:
https://help.smartsheet.com/articles/2476121-jira-workflows
Other Relevant Documentation
https://help.smartsheet.com/articles/2482656-jira-connector-faq
https://help.smartsheet.com/articles/2482672-jira-data-best-practices
