How to Create Action Items from Meeting Notes in Jira

Overview

Technical teams rely on Jira to track work, but action items often get lost between meetings and the backlog. With Efficlose's Jira integration, you can convert discussion points and project updates into Jira issues directly from your meeting summary—ensuring nothing falls through the cracks and keeping your sprint on track.

Step-by-Step Instructions

Step 1: Connect Jira

Set up the integration between Efficlose and your Jira instance:

1. Navigate to Settings → Integrations
2. Find Jira in the integrations list
3. Click Connect or Set Up
4. Enter the required credentials:
   • Email: All Jira updates will be made using this user account
   • Domain: Your Atlassian domain (e.g., company-name.atlassian.net)
   • API Token: Your Jira API token
5. Click Connect to establish the connection
6. The integration status will show as "Connected"

Step 2: Create Tasks from Meetings

After a meeting, convert action items into Jira issues:

1. Open the recording in Efficlose → Recordings
2. Navigate to Meeting Summary → Action Items
3. Review the automatically extracted action items
4. Select the items you want to push to Jira
5. Click Push to Jira

Fill in Required Jira Fields:

Step 3: Configure Issue Details

Customize how issues are created:

Single Item Creation

• Select one action item
• Configure all fields manually
• Review and create the issue

Bulk Creation

• Select multiple action items
• Apply common settings (project, sprint, labels)
• Configure individual fields as needed
• Create all issues at once

Template-Based Creation

• Save common configurations as templates
• Apply templates for recurring issue types
• Customize templates per project or team

Step 4: Review Synced Issues in Jira

After pushing tasks, verify them in Jira:

1. Open your Jira project
2. Find the issues under the corresponding sprint or backlog
3. Verify all details are correct:
   • Summary captures the action item
   • Description includes meeting context
   • Assignee and due date are set
   • Issue is in the correct project and sprint

Linked Meeting Context

Each created issue includes:

• Link back to the Efficlose meeting
• Relevant transcript excerpt
• Discussion context
• Meeting date and participants

Best Practices

Optimize Issue Creation

Label Meetings with Ticket Numbers

Include existing Jira ticket numbers in meeting titles or discussions:

• "Sprint Planning - PROJ-123 Feature Review"
• "During the meeting, reference PROJ-456 when discussing related items"
• Efficlose can auto-link new issues to referenced tickets

Use Consistent Naming Conventions

For easier tracking and searching:

• Start action items with verbs: "Implement...", "Review...", "Update..."
• Include component or area references
• Be specific: "Update user authentication flow" vs "Fix login"

During the Meeting

Phrase Action Items Clearly

Help Efficlose extract better action items:

• ✅ "Alex will implement the new API endpoint by next Friday"
• ✅ "We need to add error handling for the payment flow"
• ❌ "Someone should look at that thing"
• ❌ "We'll figure it out later"

Reference Existing Tickets

When discussing existing work:

• "This relates to PROJ-789"
• "We should add this to PROJ-456"
• "Create a subtask under PROJ-123"

After the Meeting

Review Before Pushing

1. Verify action items are accurately captured
2. Add missing context or details
3. Combine related items or split complex ones
4. Assign appropriate issue types

Set Up Automated Follow-Ups

• Use Jira automation to notify assignees
• Set up sprint ceremonies reminders
• Create dashboard widgets for meeting-generated issues

Troubleshooting

Connection Issues

Check Jira API Credentials

1. Go to Efficlose → Integrations → Jira
2. Verify the connection shows "Active"
3. If disconnected:
   • Click Reconnect
   • Re-authorize with Jira
   • Check API token hasn't expired

API Token Expiration (Jira Cloud)

For Jira Cloud personal access tokens:

• Tokens may expire based on organization settings
• Regenerate token in Atlassian account settings
• Update token in Efficlose integration settings

Issues Not Creating

Ensure Proper Access Levels

Your Jira account needs:

• Create Issue permission in target project
• Browse Project permission
• Assignable User permission (to assign others)

Verify Required Fields

Some Jira projects have custom required fields:

1. Go to Settings → Jira → Field Mapping
2. Map any custom required fields
3. Provide default values for required fields

Check Issue Type Configuration

• Ensure selected issue type is available in the project
• Verify issue type scheme includes your chosen type
• Check for any workflow restrictions

Missing Projects

Project Not Appearing

If a project doesn't show in Efficlose:

• Verify you have access to the project in Jira
• Check project permissions in Jira settings
• Refresh the project list in Efficlose integrations

Permission Schemes

Contact your Jira admin if you need:

• Access to additional projects
• Create Issue permission
• Specific role assignments

Advanced Features

Custom Field Mapping

Map Efficlose data to Jira custom fields:

• Meeting date → Custom date field
• Participants → Custom multi-user field
• Meeting type → Custom dropdown field

Automation Rules

Combine with Jira automation:

• Auto-assign issues based on keywords
• Set priority based on meeting type
• Add watchers for stakeholder visibility
• Transition issues through workflow

Epic and Initiative Linking

Organize meeting-generated issues:

• Link to parent epics automatically
• Group by initiative or project phase
• Track meeting-to-delivery metrics

Related Guides

Complete your project management workflow:

• Salesforce Action Items – Push tasks to your CRM
• Working with Meeting Insights – Efficient note processing
• Zoom Integration – Capture Zoom meeting insights
• Google Meet Integration – Capture Google Meet sessions

Key Takeaways

• Connect Jira to enable direct issue creation from meeting action items
• Use clear, action-oriented language during meetings for better extraction
• Fill in required Jira fields including project, issue type, and assignee
• Label meetings with ticket numbers for automatic linking
• Review synced issues in Jira to verify details and sprint assignment
• Check API credentials and permissions if issues aren't creating

Turn every technical discussion into tracked, actionable Jira issues!