The Magic of Syncing Multiple Jira Instances With Exalate

#jira #jiraservicemanagement #jsm #integration

Any organization using more than one Jira instance understands the struggle of connecting them between interdependent teams.

The same problem pops up when connecting your organization’s Jira instance with a partner’s or MSP’s instance (Jira or other applications).

As someone with experience working with Jira, I’ll show you how to connect two Jira instances as well as Jira with other applications using an integration solution known as Exalate.

Exalate as a Reliable Jira Sync Tool

Exalate is a two-way solution that allows you to exchange data between multiple connected Jira instances.

Jira Cloud and Data Center users can use Exalate’s Basic mode to sync descriptions, summaries, comments, attachments, assignees, priority, statuses, custom fields, and more.

Exalate’s Script mode supports the low-code integration of advanced work items sync cases. You can use it to help companies establish frictionless collaboration frameworks with clients and managed service providers (MSPs).

Insurance agencies and logistics companies have used Exalate to improve internal workflows as well as connect with external partners.

Exalate’s Script mode also comes with an AI feature called AI Assist, which allows you to generate scripts for complex integration use cases.

This feature speeds up the creation and configuration of syncs by enabling users to enter a detailed prompt that describes the integration scenario.

For instance, you can set rules to map every Jira work item as a story, every bug as a problem, and every request as an improvement.

You can decide to refine the results or accept the suggested code snippet. This feature speeds up scripting for advanced use cases.

Jira Work Item Integration Use Cases

With Exalate, you can:

Sync Jira custom fields (Story Points, Account Info, etc.) and Epics to ensure they exchange data seamlessly.
Sync user comments and mentions to make sure all necessary contributor and user data appear on both sides of the connection.
Make default fields and statuses appear on the remote side as comments without affecting the status on that side.
Sync the contents of work items (attachments, descriptions, custom fields, etc.) between organizations using Jira, while maintaining the autonomy of both sides.
Integrate data from dropdown lists and issue types between Jira instances in order to extend the amount of data available for exchange.
Automatically open and close Jira Service Management tickets remotely based on their status, without needing to switch to the other side.
Make tickets raised in Jira Service Management appear as bugs on the Jira used by developers and engineers.
Link multiple Jira issues to a single Zendesk ticket for seamless collaboration between developers and support staff.
Create a triangle of connection between two internal Jira instances and one external help desk application (Zendesk, Freshdesk, etc).
Orchestrate multiple workflows within the same project, team, or organization in order to improve internal collaborations.
Integrate Salesforce accounts, leads, contacts, opportunities, and product information as fields in Jira work items for management purposes.
Integrate Salesforce and Jira so that when an opportunity reaches a certain stage (eg, proposal stage), it automatically creates a task or ticket in Jira.
Establish a hierarchy between Issues and Epics, which comes in handy when creating subtasks and related issues.

How to Sync Multiple Jira Instances With Exalate

The following are the key steps to follow when setting up a Jira work item sync with Exalate.

Install Exalate on both Jira instances. You can get the app from Atlassian Marketplace or our integrations page. If you are a Jira Cloud user, you can follow the normal installation flow on Atlassian. Docker installation is also supported.
Establish a connection between Jira instances. For Basic mode connections, follow this guide. For more complex syncs, use AI Assist to set up a Script mode connection and write sync rules.
Configure the connection. Use Exalate’s scripting engine to establish sync rules in order to control how both Jira instances will share data.
Get the best out of Exalate’s Script mode by using AI Assist to generate scripts according to user input and text-based prompts.
Set up triggers. Create automated triggers using JQL to determine how the Jira instances will handle the integration rules.
Start syncing your work. You can initiate the multiple Jira sync directly from the Exalate console or from the Exalate panel within the Jira issue.

For a detailed explanation of every step of integrating multiple Jira instances, read this comprehensive guide.

Note: The installation and connection process for other systems may vary slightly. You can find more information in our Getting Started Guide.

Challenges of Merging Multiple Jira Instances and Other Systems

Unifying multiple Jira instances presents several challenges. More issues pop up when integrating Jira with other systems.

For starters, you need to pay attention to API usage limits because they might hinder the synchronization process. This often leads to business-critical migration issues getting stuck in the queue when the volume of tickets or syncs increases.

Also, API changes could break the synchronization unexpectedly. Network problems or user mistakes could cause the sync to fail.

Another potential challenge is the suitability of the tool to your organization. The sync tool may be overly complex or costly for your company. Figuring out plugins and dependencies could be time-consuming.

As for the sync proper, incorrect entity mapping (e.g., wrong field names) can break the integration. This problem is prevalent when your internal team lacks the necessary expertise to implement and maintain the Jira sync.

The final consideration is the difference in formats between platforms. For instance, Jira supports Wiki, while Azure DevOps uses HTML. So, the data flowing between the two platforms should be converted into a readable format.

Why Consolidate Multiple Jira Instances?

Here are the financial and administrative benefits of integrating multiple Jira instances and other systems with Exalate.

Integrating multiple Jira instances enables project managers to consolidate all relevant data under one umbrella. Team leads can also track progress updates across teams.
It reduces expenses by ensuring you spend only on the needed instances. You’ll also end up paying for fewer seats and licenses.
Admins can establish role-based access controls (RBAC) to determine who can view, edit, or copy the data from each Jira site.
Companies involved in mergers and acquisitions must integrate multiple Jira instances as well as help desks and CRMs to consolidate data and plug all communication gaps.
Consolidating Jira instances and work management platforms makes it easy for your organization to analyze data and generate detailed, accurate, and actionable reports.
Organizations in manufacturing and other industries can sync their Jira instances internally between teams as well as externally with vendors, MSPs, and clients.
Syncing Jira work items with Salesforce, Zendesk, or ServiceNow entities through endpoints removes bottlenecks from cross-team and cross-company collaborations.
Integrating Jira issues with help desk and CRM applications helps end users get their problems addressed faster because all involved teams are in lockstep.
Whether unidirectional or bidirectional, integrating Jira issues can protect sensitive data with TLS, HTTPS, and other integration security protocols.