In this guide, we walk through the “Create New Work Item” automation rule – the only rule in the HubSpot for Jira app that flips direction from HubSpot into Jira. You will learn how a HubSpot event, such as a property change or object creation, can automatically generate a pre-filled Jira work item, keeping your CRM and engineering or retention teams perfectly in sync without manual handoffs.
This is the seventh and final episode in our Automation Rules Explained series, covering every automation the HubSpot for Jira app offers from end to end.
In our video, we walk through this reverse-direction rule step by step – what it does, a real-world use case, and the full two-part setup:
What the Create New Work Item Rule Does
The Create New Work Item rule operates in the opposite direction from the other rules in the series. When something happens in HubSpot – such as an object being created or a property on an object changing – the app automatically creates a brand new Jira work item. It is essentially the mirror image of the very first rule we covered (Create New HubSpot Object), but flowing from HubSpot into Jira instead of the other way around.
A few important details about this rule are worth calling out. “Create new” means a brand new Jira work item is generated every single time the rule runs. The rule does not update an existing work item or look for matches first. And “work item” is simply Jira’s term for what you might also know as an issue, task, bug, or story. Whatever your team calls it, this rule creates one from scratch each time it fires.
Use Case: Churn Risk Deal Triggers a Jira Retention Task
To bring this rule to life, imagine your customer success team uses HubSpot to track customer health. On one of your deals, a property called “churn risk” gets set to “high.” That is a clear signal that your retention team needs to act immediately.
With this rule configured, the moment that property changes, a Jira work item is automatically created for your retention team. The work item comes pre-filled with all the relevant details from HubSpot – the deal name, the deal owner’s notes, and any other mapped fields. There is no manual handoff required, no risk of the signal being missed, and your two teams stay perfectly in sync.
This pattern applies broadly beyond churn prevention. Any scenario where a HubSpot event should trigger work in Jira – a deal closing, a ticket being created, a contact reaching a certain lifecycle stage – can leverage this same automation rule.
Why the Setup Is Different
Every other rule in this series is triggered by Jira, meaning the second part of setup takes place in Jira Global Automation. This rule is the exception. Because it is triggered by a HubSpot event, the second part of setup happens inside HubSpot Workflows instead. This is the key difference you need to understand before configuring the rule.
The first part of setup still takes place in the HubSpot for Jira app, just like every other rule in the series. It is only the trigger and workflow configuration that moves to HubSpot.
Part 1: Setup Inside the HubSpot for Jira App
Start by opening the HubSpot for Jira configuration and navigating to the automation screen. From there, follow these steps:
- Create a new automation rule. Click to create a new automation rule within the app.
- Name your rule descriptively. Choose something clear and specific, such as “Create Jira task when deal becomes high churn risk.” Hold on to this name – you will need it in Part 2.
- Select the direction. Indicate that this is a HubSpot to Jira automation. This is the critical step that differentiates this rule from every other rule in the series. Pay close attention here.
- Select the action. Choose “Create New Work Item” as the action type.
- Choose the HubSpot object type. Select the relevant object type that will trigger the rule – this can be a contact, company, deal, or ticket.
- Choose the Jira space. Select the Jira project or space where the new work item should be created.
- Select the work item type. Pick the appropriate type for your workflow – task, bug, story, or any other work item type available in your Jira project.
- Set up field mappings. This is where HubSpot data flows into Jira. For example, you can map the deal name to the work item summary, or the deal owner’s note to the description field. These mappings ensure the new Jira work item arrives pre-filled with the context your team needs.
- Save the rule.
Part 2: Setup Inside HubSpot Workflows
With the rule saved in the app, head over to HubSpot and create a new workflow. This is where you define what triggers the Jira work item creation:
- Pick your trigger. This could be an object being created or a property value changing. In our churn risk example, the trigger fires when the “churn risk” deal property changes to “high.”
- Add an action. From the action list, find and select “HubSpot CRM for Jira.”
- Select your rule by name. Choose the automation rule you built in Part 1 using the descriptive name you gave it earlier.
- Save and enable your workflow. Once active, HubSpot will start creating Jira work items automatically whenever your trigger fires.
The two-part setup – HubSpot for Jira app plus HubSpot Workflows – ensures that both the trigger logic and the field mapping configuration work together seamlessly.
Field Mappings: Carrying HubSpot Data into Jira
The field mapping step in Part 1 deserves extra attention because it determines what information your Jira work items contain when they are created. Without proper mappings, your team would receive empty or incomplete work items and lose the benefit of automation.
Think carefully about which HubSpot properties are most relevant to the team that will be working in Jira. For a retention use case, you might map the deal name, deal amount, customer contact information, and any internal notes to corresponding Jira fields. The goal is to give the receiving team all the context they need to act immediately without switching back to HubSpot.
Important Note About the Upcoming Automations Experience
This video showcases the upcoming HubSpot for Jira Automations experience, which allows you to configure your saved automation rules directly without using web request URLs. The automation logic, use cases, and overall setup process remain largely the same as in the current version of the app. The primary difference is that the new experience simplifies configuration by eliminating the need to create and manage web request URLs.
If you are using the current version of the app, some of the steps shown may look different and may require web request URLs to achieve the same outcome. For guidance on setting up automations in the current version, refer to the official documentation.
Series Recap: All Seven Automation Rules
This Create New Work Item rule is the seventh and final rule in our complete series covering every automation rule the HubSpot for Jira app offers. Across the full series, we covered:
- Create New HubSpot Object – Jira triggers creation of a new HubSpot record
- Find HubSpot Object and Link – Jira finds an existing HubSpot record and links it
- Link or Create and Link – Jira finds and links, or creates and links if no match exists
- Find HubSpot Object and Unlink – Jira finds a linked HubSpot record and removes the link
- Unlink All HubSpot Objects – Jira removes all existing HubSpot links from a work item
- Notify Linked HubSpot Objects – Jira sends notifications to linked HubSpot records
- Create New Work Item – HubSpot triggers creation of a new Jira work item
The HubSpot for Jira app is built by resolution Reichert Network Solutions GmbH, a Platinum Atlassian Marketplace Partner. It keeps your CRM and engineering tracker in sync by linking issues to HubSpot records, pushing data both ways, automating object creation, and giving every team the context they need without leaving their tool. You can install it from the Atlassian Marketplace and reach the support team at support@resolution.de for any questions.
