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When multiple webhooks are needed and why

Webhooks in Jira are responsible for sending updates to Aha! Roadmaps from Jira. Enabling a webhook is essential for establishing two-way communication between the systems.

In Jira, webhooks run at a server level. Typically, only a single webhook needs to be enabled in order to establish two-way updates for all of your integrations. Having multiple webhooks enabled can cause record and event duplication in Aha! when a record is updated in Jira.

However, there are a few situations where multiple webhooks are required.

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Situation 1: You need to run the integration with multiple users

When you set up a webhook, all actions in Jira are automatically performed by an Aha! user. The integration is subject to the permissions of this user.

Usually, you want to run the integration as an Aha! user who has access to all products involved in the integration. If no such user exists, you will need to create one with product owner or contributor user permissions. Often, these users are named something like “Jira integration” to let your team determine when the integration is making changes to an Aha! record.

However, in some scenarios, you may need multiple users to manage your Jira integration. In these cases, you will need multiple users with access to different products in Aha! and a separate webhook for each user. Be careful that the users cannot access any of the same products or you will see duplicate Aha! records and events.

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Situation 2: You are using both 1.0 and 2.0 Jira integrations

Aha! 2.0 integrations are more powerful and flexible than 1.0 versions. For example, they allow you to map any Aha! field to any Jira field. So we always recommend converting any 1.0 integrations to 2.0 versions.

However, it is possible to use both 1.0 and 2.0 Jira integrations simultaneously. If you are in this situation, you will need to use separate webhooks. A webhook for a 1.0 integration will not update a 2.0 integration.

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Situation 3: You want to use complex JQL data filtering

You can add a JQL filter into a Jira webhook to limit the updates sent to Aha! Roadmaps from Jira. In rare scenarios, you may need one webhook to handle certain issue types one way and another webhook to handle other issue types in a different way. In this case, you would need to create multiple webhooks with different JQL filters.

For example, a team working out of Project 1 might use "Technical Tasks" to capture internal data that they do not wish to be transmitted to Aha! in any capacity, while a team in Project 2 might use "Technical Tasks" for routine technical work that they wish to be reflected as part of their integration.

In this situation you would add two webhooks with JQL filtering:

  • Project = ("Project 1") and Issuetype is not ("Technical Task")

  • Project = ("Project 2")

Where the first webhook is filtered exclusively for Project 1 data and does not filter any data related to the "Technical Task" issue type, the second webhook is filtered exclusively for Project 2 data — but includes anything related to Project 2, including "Technical Tasks."

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