Goal

Update a Jira issue after an approval occurs in Ironclad.

Overview

This solution pattern provides a method for updating a Jira issue with approval information from Ironclad. In this example, a Legal team will work and provide its approval in Ironclad. The legal approval will trigger the Zap in this guide. The Zap will reflect the legal approval in Jira by updating a Jira issue field.

Prerequisite: The Launch Ironclad Workflow from Jira solution pattern must be completed before configuring this solution pattern. That solution pattern stored key Jira information (Jira Issue ID) in the Ironclad workflow and key Ironclad workflow data (Ironclad Workflow ID) in the Jira issue.

Details

The following figure shows the steps that will be part of the Zapier rule that we will configure for this solution. We'll now walk through the steps to configure this rule and make the necessary configuration changes in Jira and Ironclad.

Configure Ironclad Workflow

1. In Ironclad, create an approver that represents the Legal approver if it does not already exist. Name the approver Legal. Step 5 will filter for this value so it must be an exact match. If you rename it, be sure to rename the approver value that is filtered for in step 10.
   1. Click Workflow Designer > Review > Add approver or Add next approver.
   2. Enter Legal in place of New Approver.
   3. Select a group that you wish to use as the approver.
   4. Click publish to when complete to save and deploy your changes.

Configure Jira Issue

2. In Jira, add Legal Approval as a dropdown field with (1) pending and approved as options and (2) pending selected as the default. Zapier will update this field.

Zapier - Configure Trigger

3. In Zapier, create a new Zap. Add an Ironclad trigger and select New Approval Event as the event.

   The trigger uses Ironclad’s workflow_approval_status_changed webhook in the background to detect approvals in Ironclad.

Click Continue and select your Ironclad account. Test the trigger by starting a test workflow, approving on behalf of Legal, and selecting the resulting event in Zapier.

4. In Zapier, add a Filter action to verify that the workflow’s template ID matches the relevant workflow design.
   1. Select Workflow Template as the key from the trigger. Use an exact match condition.
   2. Retrieve the template ID of your workflow using the steps outlined in Getting Started - Unique Ids (Workflows) and add it as the value.

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Ironclad Webhook Behavior

Ironclad webhooks are sent for all Ironclad workflows. Relevant webhooks are identified by filtering for the workflow's template ID, to verify that the relevant workflow design is involved.

Zapier - Configure Jira Issue Update

5. In Zapier, add a Paths action to update the Legal Approval field. Name Path A as Legal Status = Approved and Path B as Legal Status = Pending.

6. In the Legal Status = Approved path, create a rule that continues only if Approval Name is Legal and Status is approved.

   Note: The Approval Name value from the trigger test is a stub value; Zapier will likely warn that your path would not have moved forward. A real workflow will supply real values that will correctly trigger your path as long as the approval name matches your workflow design.

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Identifying Approvers

This approach uses the Approval Name to filter for status changes related to relevant approvals.

• Internal teams should agree on a convention for naming approvers and a change management process to avoid workflow changes that disrupt the integration.
• As an alternative, each approver has a unique ID (approvalID in the webhook) that can also be used as a filter. This ID will change if the approver is deleted.

7. In the Legal Status = Approved path, add a Find Issue in Jira action using the Jira issue ID from the workflow data.

8. In the Legal Status = Approved path, add an Update Issue in Jira action.
   1. Follow the steps in Configure Jira Issue Update to update the Jira issue data.
   2. Set the Legal Approval field value to approved.
   3. After testing, exit the path and return to the main Zap.

9. In Zapier, repeat steps 6-8 to create the Legal Status = Pending path for pending statuses.

10. Publish your Zap. Congratulations, you have a Zap that can update a Jira issue when a specific Ironclad approval has occurred!