Working with Tasks Integrated with Jira

After you integrate your KCM GRC platform with your Atlassian Jira account, you can create KCM GRC tasks for Jira. Then, the users in your organization will be able to work on KCM GRC tasks in Jira. For example, users can upload evidence to Jira issues that are associated with KCM GRC tasks.

To learn how to create tasks for Jira and work with integrated tasks, see the sections below. For general information about the Jira integration, see our How to Integrate Atlassian Jira Software with KCM GRC article.

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Creating Integrated Tasks

Working with Integrated Tasks

• Updating Integrated Tasks
• Working on Tasks from Jira
• Completing Tasks from Jira

Creating Integrated Tasks

To create a KCM GRC task for your Jira account, follow the steps below:

1. Log in to your KCM GRC platform.
2. From your navigation panel, select the Controls tab.
3. In the Name column, select the control that you would like to create a task for. When you select a control, you'll be taken to the View Control page.
4. Scroll down to the Recurring Tasks subtab.
5. Click the Create Task button.
6. Turn on the Push Tasks to Jira toggle.
7. Fill out the rest of the fields in the Create Task pop-up window. For more information, see the screenshot and list below:
   
   1. Task Name: By default, the control name will display in this field. You can edit the Task Name if you would like the name to be specific to the task. The character limit for this field is 255 characters.
   2. Task Description: By default, the control description will display in this field. You can edit the Task Description if you would like the description to be specific to the task. The character limit for this field is 10,000 characters.
   3. Jira Project: This field will display the Jira project that is selected in your KCM GRC Account Settings. The task will be sent to this project. For more information, see the Configuring the Integration section of our How to Integrate Atlassian Jira Software with KCM GRC article.
   4. Jira Issue Type: This field will display the issue type that is selected in your KCM GRC Account Settings. For more information, see the Configuring the Integration section of our How to Integrate Atlassian Jira Software with KCM GRC article.
   5. Jira Issue Status: This field will display the issue status that is selected in your KCM GRC Account Settings. When the task is marked as this status, the Approving Manager will be prompted to review the task. For more information, see the Configuring the Integration section of our How to Integrate Atlassian Jira Software with KCM GRC article.
   6. Jira Assignee: Select the user who will be responsible for completing the task. By default, the assignee who is selected in your KCM GRC Account Settings will display in this field. For more information, see the Configuring the Integration section of our How to Integrate Atlassian Jira Software with KCM GRC article.
   7. KCM User Assigned: When the Push Tasks to Jira toggle is turned on, this field will display Jira Integration (No User). The Jira assignee will be assigned to the task, so the task won't have a KCM User Assigned. 
   8. Evidence Requirements: Select the type of evidence that you would like the user to submit. You can either select No Evidence or Link. The Document option is disabled for the Jira integration, but you can add documents to the task by uploading the documents in Jira. Any documents uploaded to the associated Jira issue will be added to the KCM GRC task as evidence links. For more information, see the Working on Tasks from Jira section below.
      Note: If you have limited the evidence that users are allowed to submit in KCM GRC, some of the evidence requirements may not be available. For more information, see our How Can I Limit the Types of Evidence That Users Can Submit? article.
   9. How often would you like this task to occur?: Select how often the task will occur. If you select Once, a Due Date field will display. If you select Recurring Basis, a Task Frequency and a Due Date field will display. For more information about task frequencies, see the Recurring Task Frequencies section of our How to Work with Tasks for Controls article.
   10. Approving Manager: Select the name of the user who will be responsible for approving the task evidence before the task can be closed. This user will receive an email notification when the associated Jira issue is marked as the status selected in the Jira Issue Status field. For more information about approving tasks, see our How to Monitor and Approve Tasks article.
   11. Secondary Approving Manager: Select the name of the user who will be responsible for approving the task evidence after the Approving Manager. This user will receive an email notification after the Approving Manager approves the task. For more information about approving tasks, see our How to Monitor and Approve Tasks article.
8. Click the Create button.

The task will have an Integrated with Jira label at the top of the View Task page.

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Working with Integrated Tasks

After creating integrated tasks, you can start working with them. If you would like, you can also make updates to these tasks from KCM GRC. Then, you can submit evidence to these tasks and complete them from Jira.

To learn how to work with integrated tasks, see the subsections below.

Updating Integrated Tasks

If you update an integrated task in KCM GRC, the updates will affect the associated Jira issue. For example, if you update the Task Name in KCM GRC, the new name will display as the issue Summary in Jira.

You can also add notes to the integrated task by entering notes into the Notes widget of the task's View Task page (click to view). These notes will display in the Comments section of the associated Jira issue.

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Working on Tasks from Jira

After you create an integrated task, a Jira issue will be created for the task when it becomes Active in KCM GRC. If an integrated task's Task Frequency is set to One Time, a Jira issue will be created for the task automatically. Once a Jira issue is created, the assignee will be able to start working on the task from Jira.

The assignee can upload evidence to the integrated task by clicking the Add attachment button on the associated Jira issue. If this evidence meets our file requirements, you'll be able to view and download it from the Supporting Evidence section of the View Task page. If this evidence doesn't meet our file requirements, a note will display in the Notes widget of the View Task page. For more information, see What if the evidence uploaded to Jira issues doesn't meet KCM GRC's file requirements? in our Frequently Asked Questions (FAQ) for KCM GRC article.

Jira users can also add comments to the associated issue to communicate information about the task (click to view). These comments will display in the Notes widget of the integrated task's View Task page.

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Completing Tasks from Jira

When the assignee updates the status of the Jira issue to the Issue Status selected in your KCM GRC integration settings, the KCM GRC approval workflow will begin. For example, if Done is selected in your integration settings and the assignee marks the issue as Done, the Approving Manager will receive an email notification.

If an approving manager marks the task as insufficient, the associated Jira issue's status won't change. However, a comment will display on the Jira issue to notify the assignee that the task was marked as insufficient. The assignee will need to change the issue's status to the previous status in your project’s workflow. Then, when the assignee is ready to submit the task for approval again, they'll need to change the status back to the current status.

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