What does this functionality do? 

The Sync to Schedule feature enables the transfer of chosen item types from Jira to the OnePlan Work Plan - Schedule page, expanding its capability beyond simply populating the OnePlan Work Plan - Backlog page with items. When configured to use this feature, the integration will now only perform manual syncs, and new plans will not be automatically created in OnePlan. This allows users to have more control over the synchronization process, ensuring that only desired items are transferred to the OnePlan Work Plan - Schedule page. 

How does it work?

After installing the Sync to Schedule functionality, users can access it by navigating to their OnePlan plan, entering the Work Plan - List page, and then proceeding to the Schedules page. Once on the Schedules page, users can locate and click on the Connected Systems icon (plug icon). This action opens the Connected Systems window, which allows users to configure and control the synchronization of items from Jira to their OnePlan schedule. 

Connecting new items for the first time

1. Click on the Connected Systems icon and select the Jira Environment, then click Next. If the item already exists in Jira, chose the Existing Item radio button, and click Connect. 
2. A new form will appear. Proceed to:
   1. Select the Jira Project.  
   2. Choose the appropriate plan level equivalent. The available options are based on the item types configured in the Jira Plan Level Type field within the Jira connector. Note: It is best practice to match the Epic item type to the Epic plan type. (Feature to Feature, etc.). 
   3. Specify the Sprints. If only items within a particular sprint should be imported, select the appropriate sprint.
   4. Select the Item Types. This list is derived from the Jira Item Types field in the Jira connector in OneConnect. If no specific Item Types are selected, the system assumes that all items within the specified list will be imported into the OnePlan Schedule. 
   5. Click Connect to complete the process and allow the items to sync to OnePlan. 

After the initial connection

After the initial connection and completion of the first synchronization, the Jira Project and Select Item fields become non-editable. Users can only modify the Sprints, Item Types, and the Add Items to Schedule options. 

Once the appropriate fields have been selected, users can proceed to click on the Import button to initiate the import process. 

Plans that already have items in the Backlog

For plans that already have their items connected and reside within the backlog, users can navigate to the Schedules page and click on the Connected Systems icon. Upon selecting Import, users will observe that most of the fields are already greyed out. However, they can still select the desired sprint, and specify the Item Types to be imported. Ensure to check the Add items to Schedule checkbox before clicking Import to complete the process. 

How do you implement this functionality?

Existing Integrations

1. In OneConnect, access the Integration section. 
2. Expand the OnePlan connector, and expand the Additional Options section.
3. Check the Sync to Schedule checkbox, and save the changes. 
4. Proceed to the Advanced section of the integration settings. 
5. Select reinstall and click Start to initiate the reinstallation process. 
6. After the integration has been reinstalled, the Sync to Schedule functionality will be enabled within your OnePlan group. 

Note: When reinstalling the integration, previously removed events from the OnePlan Admin pages will also be reinstalled. It's recommended to review the OnePlan Admin pages before reinstalling to determine if any events need to be deleted again. 

Implementation of the Sync to Schedule functionality in OnePlan introduces a limitation wherein plans utilizing this feature will no longer be included in the OnePlanUpdate scheduled strategy run. This means that data will only be imported into OnePlan via the Connected Systems window manually for plans that have items being synced directly to the Work Plan - Schedule. Additionally, the OnePlanUpdate strategy will not create new plans automatically. Plans that have data exclusively going into the backlog will still be updated as usual during the scheduled run. This distinction ensures that plans are managed according to their specific data flow requirements, providing users with greater control over the synchronization process. 

When Creating New Integrations

1. Before creating the integration, go to the OnePlan connector settings.
2. Expand the Additional Options section and check the Sync to Schedule button. 
3. Save the changes.
4. Proceed with creating the integration and follow all necessary steps. Once the integration is installed, the functionality will be linked to the OnePlan Schedule page. 

Scheduled Jobs

Manual Synchronization

If you use the Sync to Schedule functionality in OnePlan, then the data will only be imported into OnePlan via the Connected Systems window manually for plans that have items being synced directly to the Work Plan - Schedule. Additionally, the OnePlanUpdate strategy will not create new plans automatically. 

Scheduled Synchronization

If you want to automatically synchronize Jira data on a set schedule, then you need add a schedule to run the OnePlanUpdate and/or the OnePlanPublish strategies.

These strategies are available to be scheduled, but are not installed by default. Click on the Add Schedule button to see the list of strategies.

See below each strategy and their use.

OnePlanUpdate

This strategy is used to update data in OnePlan from Jira. 

OnePlanPublish

This strategy is used to publish data from OnePlan to Jira.

If you want to publish data from OnePlan to Jira, please make sure that you have a mapping for the "Jira Project Names" OnePlan field and corresponding lookup table. (see below the mapping details)

If you don't have a field called "Jira Project Names" in OnePlan, then create a plan level Choice field and name it exactly "Jira Project Names". 

Example:

Once you have the plan level field in OnePlan, map it in OneConnect on the plan level in your Jira integration.

Setup the corresponding lookup table mapping, by mapping the "Jira Project Names" lookup table on the OnePlan side to the "Project Names" lookup on the Jira side.

Example: