Prerequisites:
- Access to Beekeeper with admin rights to create forms.
- A Jira account with the necessary permissions to create tickets.
- Zapier account for connecting Beekeeper to Jira.
Follow these steps to set up an automated workflow that creates Jira tickets whenever a Beekeeper form is submitted:
Step 1: Create a Form in Beekeeper
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Log in to your Beekeeper admin dashboard.
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Navigate to "Toolbox" > "Forms".
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Click "Create New Form" and design your form:
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Add the necessary fields (e.g., name, issue description, priority).
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Ensure fields match the data you want to include in the Jira ticket.
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Save and publish the form
Step 2: Set Up a Zap in Zapier
- Log in to Zapier.
- Click "Create Zap".
- Choose the Webhooks App:
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Search for and select "Webhooks by Zapier" as the trigger app.
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Select the "Catch Hook" trigger event.
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Zapier will provide a unique webhook URL.
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4. Copy the webhook URL and go to your Beekeeper form settings:
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- Paste the webhook URL into the "Webhook URL" field in the form settings.
- Save the changes.
5. Test the trigger to ensure Zapier detects a recent form submission.
Step 3: Find the Beekeeper User
- Add a new action step to your Zap.
- Choose the Beekeeper App:
- Search for and select "Beekeeper" as the action app.
- Select the "Find User" action event.
- Connect your Beekeeper account and authorize Zapier.
- Configure the search criteria:
- Map a unique identifier (e.g., E-mail address) from the form submission to the search input.
- Test the action to confirm that the correct user data is retrieved.
Step 4: Find the User in Jira
- Add another action step to your Zap.
- Choose the Jira App:
- Search for and select "Jira Software Cloud" (or the appropriate version of Jira).
- Select the "Find User" action event.
- Connect your Jira account and authorize Zapier.
- Configure the search criteria:
- Map the E-mail address from the previous Beekeeper user lookup step to the Jira user search.
- Test the action to confirm that the correct Jira user data is retrieved.
Step 5: Configure the Jira Action
- Add a new action step to your Zap.
- Choose the Jira App:
- Search for and select "Jira Software Cloud" (or the appropriate version of Jira).
- Select the "Create Issue" action event.
- Connect your Jira account and authorize Zapier.
- Configure the Jira ticket fields:
- Map the form fields from Beekeeper to Jira fields (e.g., form name to issue summary, issue description to description etc.)
- Include user details from the previous steps if needed.
- Specify the project, issue type, and priority as required.
- Test the action to confirm that a ticket is created in Jira.
Step 6: Turn On the Zap
- Name your Zap (e.g., "Beekeeper Form to Jira Ticket").
- Toggle the Zap to "ON."
Step 7: Test the Workflow
- Submit a test form in Beekeeper.
- Check your Jira project to confirm that a ticket is created with the correct details.
Troubleshooting
- Form Submissions Not Triggering the Zap: Ensure the webhook URL is correctly pasted in the Beekeeper form settings and that submissions are being logged.
- Jira Ticket Not Created: Verify authentication in the Jira step and ensure required fields are mapped correctly.
- Field Mapping Errors: Ensure all mandatory fields in Jira have corresponding inputs from the Beekeeper form.
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