Rally, Asana, Shortcut, Github Integrations

Shortcut (Previously Clubhouse) Integration Overview

Outcome driven product teams adopt Responsive Product Portfolio

  • Product managers and stakeholders use Dragonboat to define goals / OKRs, themes, timeframe at feature or higher level, aka left of scrum (see How to build an outcome-based roadmap)
  • Teams Use Shortcut to plan and manage stories and tasks for these epics using Shortcut (previously named Clubhouse) Shortcut Logo

This article covers:

  1. Establish the secure connection using a Shortcut API token
  2. Mapped fields and bi-directional update (on-demand and daily)
  3. Link existing Shortcut EPIC with Dragonboat Idea 
  4. Create new Shortcut EPIC from Dragonboat Idea 
  5. Automated import of Shortcut issues of the linked EPICs to Dragonboat

 

1. Establish Secure Integration -via Shortcut API token

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Navigate to the Shortcut>> Settings >> API Tokens page, enter the name Dragonboat and copy the token code

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Note: Each admin or editor who will create or update data in Shortcut can create their own Dragonboat token in Shortcut and paste it to their Dragonboat account to establish a secure connection.

This works one of two ways:

  • An admin or editor in Dragonboat can create token to establish connection in Dragonboat. The token can be shared with other users to successfully establish connection with this token
  • Each user can create their own token (recommended)

2. Mapped fields and bi-directional update

The values below show the default mapped fields. At this time, mapped fields between Dragonboat and Shortcut cannot be customized.

Dragonboat Field Shortcut Field
Title EPIC Name
Details Description 
Phase State 
Timeframe Milestone
Progress
(calculated based on issue progress)
Issues in Shortcut

 

Below is more detail on Dragonboat and Shortcut bi-directional updates:

  • When Creating an EPIC from Dragonboat, these fields will be pushed to Shortcut in real-time.
  • When Link EPIC to an idea, these fields will be pulled from Shortcut to the Dragonboat Idea real-time. 
  • When opening an Idea Modal of a linked Idea, it'll first get value of these fields from Shortcut to up the respective fields in Dragonboat.
  • When editing idea and Save in Dragonboat, the new value will update the respective fields in Shortcut real-time. 
  • When edit these fields in Shortcut, the update to Dragonboat will be pulled daily. 

3. Link a Shortcut EPIC with a Dragonboat idea

You may link an existing Shortcut epic with an existing (or newly created) Dragonboat Idea.

Enter the EPIC ID from Shortcut below to link this EPIC to the Idea. Each EPIC may be linked to only 1 idea.

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After linking, the mapped fields will be pulled from Shortcut to Dragonboat and update these fields.

All issues in the Shortcut EPIC, including stories, bugs, and chores, will be pulled into Dragonboat in a Read-only format to calculate progress and display on the Portfolio> Gantt view.

Note: Depending on the size, it may take a few seconds or longer.

 

4. Create a Shortcut EPIC from a Dragonboat Idea

By clicking the Create EPIC button. The data in the mapped fields will be passed from Dragonboat to Shortcut after you click the CREATE EPIC button. 

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5. Automated import of Shortcut issues of the linked EPICs to Dragonboat

The stories (and other issues) of Shortcut EPICs are imported daily, or when you open the Idea edit modal. This data is used to calculate EPIC progress, display EPIC time, and in various reports on the dashboard page. 

On the Portfolio  >> Gantt Page, when the Shortcut icon is turned on, you'll see idea timeline based on story progress. 

When the Shortcut icon is turned off, you may define idea timeline based on Estimates (for Planning ideas) or Assignment (for Confirmed Ideas). You may see more details on how timeline is determined for Ideas here. 

Screen_Shot_2022-03-28_at_4.52.04_PM.png

 

6. How Progress is Calculated

In Shortcut, each status belongs to one of the following 3 Status Categories:

  • Open - If the story (feature, bug, task, etc) status is "Unstarted", it is treated as 0% progress
  • In Progress - Treated as 50% progress
  • Closed - if the story status is "Done"/"Completed", it is as 100% progress

Progress based on Issue Count

The progress in Dragonboat, for items that are linked to Shortcut, is calculated based on issue count.

Example: 3 stories: 1 story is 'Open', 1 story is 'In Progress', and 1 story is 'Done'

Epic progress = [(1 story * 0% complete) + (1 story * 50% complete) + (1 story * 100% complete)] / (1 + 1 + 1) = 50%

 

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