Permissions: Owner

Product tier: Available for all Greenhouse Welcome and Greenhouse Onboarding tiers

Jira is an issue-tracking product developed by Atlassian that allows bug tracking and agile project management.

When properly configured, the Greenhouse Onboarding / Jira integration will automatically create tasks assigned to Jira via email.

In this article: 

Retrieve Jira email address

Greenhouse Onboarding uses a Jira email address to automatically add tickets to the ticketing system when a task is generated in Greenhouse Onboarding.

Note: Jira provides your organization with a default mail server and service. If you have not already, you will need to set up a mail server and service with Jira. Click here to learn more.

To enable Jira as a third-party task system, contact your organization's Jira administrator to secure the Jira email used for creating tickets. You'll use this later when enabling Jira on Greenhouse Onboarding

Configure Jira email settings

Your organization will need to configure your Jira email account before Greenhouse Onboarding can email Jira with tasks.

From your Jira account, navigate to Configure Jira_Settings_icon.png > System > Mail > Incoming Mail.

Click Add incoming mail handler (or use Edit beside an existing mail handler).

Jira___Add_incoming_mail_handler.png

From the Mail Handler dialog box, assign the following:

  • Name 
  • Server
  • Handler

Note: We recommend that your organization titles the mail handler with a name that uniquely identifies it as being used for Greenhouse Onboarding. Additionally, we commend selecting Create a new issue or add a comment to an existing issue for the handler.

Click Next when ready.

Jira___Mail_handler_settings.png

From the subsequent dialog box, specify the following:

  • Project to which Greenhouse Onboarding should add tasks to
  • Type of issue that should be created
  • Default Reporter

Jira___Default_reporter.png

Note: It is necessary to select a Default Reporter or else Jira will ignore the incoming issue.  

When finished, click Save.

Enable Jira on Greenhouse Onboarding

Once the Jira email address is copied and configured, navigate to Greenhouse Onboarding and click Settings from the navigation bar. 

Select 3rd-Party Task Systems from the left-hand panel.

Greenhouse_Onboarding___Settings___3rd-Party_Task_Systems.png

From the 3rd-Party Task Systems page, click Add New.

3rd-Party_Task_Systems___Add_new.png

Give the 3rd-party task system a name and select Jira from the provided System dropdown menu. 

Input the copied Jira email address in the Email Address field.

3rd-Party_Task_Systems___Add_New_Task_System_settings.png

Since Greenhouse Onboarding allows tokens to be inserted into tasks (which can reveal personally identifiable information), you need to explicitly configure which fields Jira can view.

Use the Viewable Fields dropdown menu to select which fields Jira can view.

Note: If a task with a non-viewable token is assigned to Jira, Greenhouse Onboarding will block Jira from viewing the information.  

When finished, click Save and Close.

3rd-Party_Task_Systems___Add_New_System___Viewable_fields_settings.png

The Jira account will be added as a 3rd-party task system in Greenhouse Onboarding. Repeat the above steps for any additional Jira accounts that you need connected to Greenhouse Onboarding.

This Jira account (and any additional projects added to 3rd-Party Task Systems) can now be assigned tasks from Greenhouse Onboarding.

When tasks are assigned, they'll appear in Jira under the project you chose.

Jira____Greenhouse_Onboarding_example_tasks.png

Your team can action the task/ticket like any other in their Jira project. 

Jira____Greenhouse_Onboarding_example_task_ticket.png

To learn more about using 3rd-party tasks system on Greenhouse Onboarding, click here.