Please note: You can set up a native 2-way sync between airfocus and Jira with just a few clicks. This article is for experts only that have specific mapping needs.

Sync airfocus with 1,000+ apps through the Zapier platform to automate your work and find productivity super powers.

To set up a 2-way Synchronisation between airfocus and Jira you need to do the following steps:

1. Create a Google spreadsheet

  • Go to https://docs.google.com/spreadsheets, start a new spreadsheet and name it airfocus-jira-mapping. (You don't have to use the exact same names like in this example, but it will help).
  • Copy the headers airfocusId and jiraKey into the first row of your Google sheet.

2. Create Zapier Zaps

You need a total of 4 Zaps for a fully working 2-way synchronization.

Zap 1: New airfocus item → Create Jira issue

Go to https://zapier.com/app/dashboard and hit “Make a Zap!” to create your first Zap.

Step 1 - Trigger

Select the Jira app and choose "New issue" as your trigger. Then connect your Jira account, select your Jira project and test the connection.

Step 2 - Search

Create another Zapier step and select the Google Sheets app (choose “Lookup Spreadsheet Row”). Connect your Google account and when asked, choose the recently created spreadsheet airfocus-jira-mapping and its worksheet ("Sheet 1" by default). Remember, the one with the headers airfocusId and jiraKey?

Choose jiraKey as Lookup column and the parameter key from the Lookup value dropdown menu.

Now click the checkbox “Create Google Sheets Spreadsheet Row if it doesn’t exist yet?" (it has to be activated).

Click continue and test this step.

Step 3 - Filter

Add another step and select "Filter". This step is required to make sure Zapier only synchronizes a new item, if it is not yet mapped to a Jira issue.

Choose the option "Only continue if...". Then click "Find and create row" and "Zap data was found". 

After this is done, select "(Boolean) is false".

Step 4 - Create item

Click "Add step" on the left Zapier column, create a "Action/Search" Zap and choose the airfocus app. (Version 1.1.0 or higher. If it is not available, let us know via chat).

Click "Create item" and map all the Jira issue fields to the corresponding airfocus item fields like in the example below.

  • Workspace ID → Choose the airfocus workspace you want to synchronize (Example: "My Test 1 workspace)
  • Original Item ID = New issue + Key
  • Name = New issue + Fields Summary
  • The description of your item in airfocus = New issue + Fields description
  • Original Item URL = New issue + URL

Step 5 - Mapping

This 5th and last step is important to map the airfocus item key to the corresponding Jira key.

Create another action step in Zapier by clicking "Add step". Choose the Google Sheets app and then click "Update spreadsheet row".

Now select the spreadsheet airfocus-jira-mapping and the same worksheet as before. (Sheet 1 by default).

After that is done, please map the following values:

Row → "Use a custom value"
Custom value for Row ID → Step 2 /2 (Google Sheets → Find or Create Row → ID)
airfocusID → Stem 4 → Item ID
JiraKey → Key

Congratulations! You created your first Zap!
Name it New airfocus item → Create Jira Issue and activate it!

Zap 2: New Jira issue → Create airfocus team

This Zap is very similar to the first one. It makes sure a Jira issue is sent to airfocus upon creation.

As you already know how to set up Zapier Zaps, the next Zaps will be explained in a more compact way.

Step 1 - Trigger 

Create a new Zap with the following configuration: 

  • Trigger app: airfocus (1.1.0 or higher)
  • Trigger: New item
  • Workspace ID: Your relevant airfocus workspace you already picked in Zap 1
  • Test this step

Step 2 - Action:

  • Action app: Google Sheets
  • Action: Lookup Spreadsheet Row
  • Spreadsheet: airfocus-jira-mapping
  • Worksheet: Sheet 1 (by default)
  • Lookup column: airfocusId
  • Lookup value: Step 1 Item Id
  • Don't forget to click the checkbox "Create Google Sheets Spreadsheet Row if it doesn't exist yet?"
  • Section: "Set up Google Sheets Spreadsheet row" → airfocusId: Step 1 → Item ID

Step 3 - Filter:

  • Filter: "Only continue if..."
  • First dropdown menu: 2 Find or create row → "Zap data was found"
  • First dropdown menu: (Boolean) Is false

Step 4 - Action:

  • Action app: Jira
  • Action: Create Issue
  • Project: Jira Project you want to synchronize (same as in previous steps)
  • Issue Type: Choose a Story or Task. You can change that later.
  • Reporter: Select a default reporter, if relevant
  • Summary: Step 1 → Name
  • Description: Step 1 → Description
  • Labels: Step 1 → Label names

Step 5 - Action:

This step is required to complete the mapping of airfocus ID and Jira key from Step 2.

  • Action App: Google Sheets
  • Action: "Update Spreadsheet Row"
  • Spreadsheet: airfocus-jira-mapping
  • Worksheet: Sheet 1 (by default)
  • Row: "Use a Custom Value (advanced)"
  • Custom value for row ID: Step 2 → Row
  • airfocusId: Step 1 → Item ID
  • JiraKey: Step 4 → Key

When you Zap is fetched and tested, name it New Jira issue → Create airfocus item and activate it.

Zap 3: Update Jira issue → Update airfocus item

Step 1 - Trigger:

  • Trigger App: Jira
  • Trigger: Update Issue
  • Project: Jira project you want to synchronize (the same you picked above)

Step 2 - Action:

  • App: Google Sheets
  • Action: "Lookup Spreadsheet Row"
  • Spreadsheet: airfocus-jira-mapping
  • Worksheet: Sheet 1 (by default)
  • Lookup column: jiraKey
  • Lookup value: Step 1 → Key
  • This time DO NOT click the "Create Google Sheets Spreadsheet Row if it doesn't exist yet?" checkbox.

Step 3 - Action:

  • App: airfocus (1.1.0 or higher)
  • Action: Update item
  • Workspace ID: Same workspace as in previous steps
  • Get by: airfocus Item ID
  • Item ID: Use a Custom Value (advanced)
  • Custom value for Item ID: Step 2 → airfocusID
  • Name: Step 1 → Fields Summary
  • The description of your item in airfocus: Step 1 → Fields description

Name your Zap Update Jira issue → Update airfocus item and activate it.

Zap 4: Update airfocus item → update Jira issue

Step 1 - Trigger:

  • Trigger App: airfocus (1.1.0 or higher)
  • Trigger: Update item
  • Workspace: airfocus workspace you want to synchronize (the same you picked above)

Step 2 - Action:

  • App: Google Sheets
  • Action: "Lookup Spreadsheet Row"
  • Spreadsheet: airfocus-jira-mapping
  • Worksheet: Sheet 1 (by default)
  • Lookup column: airfocusId
  • Lookup value: Step 1 → Item ID
  • This time DO NOT click the "Create Google Sheets Spreadsheet Row if it doesn't exist yet?" checkbox

Step 3 - Action:

  • App: Jira
  • Action: Update Issue
  • Project: Same workspace as in previous steps
  • Issue Key:
    ATTENTION: This one is a bit tricky: Please choose any Jira issue. After fetching is done (it starts automatically and should take 2-10 seconds) change the value to "Use a Custom Value (advanced)".
  • Custom Value for Issue Key: Step 2 → JiraKey
  • Summary: Step 1 → Name
  • Description: Step 1 → Description
  • Labels: Step 1 → label names

Name your Update airfocus item → update Jira issue and activate it.

Congratulations! You completely set up a 2-way synchronization between airfocus and Jira 💪

Have questions? Please get in touch via chat. We reply usually within minutes.

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