YouTrack Integration

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Create a Project in YouTrack

An active Project must exist in YouTrack before the integration can be configured, since this is the destination where synced work items are generated.

1. Log into the YouTrack instance.
2. Select Projects from the left-hand sidebar, then select Create Project.
3. Choose a template that fits the team's workflow (e.g., Project Management or Scrum).
4. Fill in the required fields:
1. Name - A recognizable title for the Project (e.g., Project 01).
2. Project ID - Generated automatically based on the Name entered.
5. Select Create project.
6. Follow the on-screen prompts to add team members, assign their roles (e.g., Project Admin), and configure time tracking if needed.

The completed Project becomes available for selection later, when Campaigns are mapped to it under Map Campaigns to Projects.

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Generate a Permanent Token in YouTrack

A Permanent Token authorizes IdeaScale to connect to the YouTrack instance on behalf of the account that generates it, and is required before the integration can be connected in IdeaScale.

1. From the YouTrack instance, open the account menu and select Account Security.
2. Under the Tokens section, locate Permanent Tokens and select New token.
3. In the New Permanent Token window, enter a Name for the token and select the Scope, which lists the services the token is permitted to access.
4. Select Create.
5. Copy the generated token immediately.

Note: The token cannot be viewed again once the window is closed, so it must be copied and stored securely at the time it is generated.

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Connecting YouTrack to IdeaScale

With a Project and a Permanent Token ready in YouTrack, the integration can be connected from IdeaScale's Community Settings.

1. Open the Community Settings and navigate to Settings >> Community >> Integrations >> All Apps.
2. Locate the YouTrack integration panel and select Manage.
3. In the settings window, enter the following:
1. URL - The full web address of the YouTrack instance (e.g., https://sabbir1.youtrack.cloud), including the https:// prefix.
2. Token - The Permanent Token generated in Generate a Permanent Token in YouTrack above.
4. Select Save Changes.

Note: A green "Saved successfully" notification confirms the connection was completed.

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Map Campaigns to Projects

Once YouTrack is connected, ideas are pushed to YouTrack on a per-Campaign basis, with each mapping pairing one Campaign with one Project in the connected YouTrack instance.

1. Under Configuration, select a Campaign from the Campaign dropdown.
2. Select a Project from the Project dropdown, populated from the connected YouTrack instance.
3. Select Save.

The new mapping appears in a table below Configuration, listing the Campaign, the Project, and an Actions column containing a Remove link. Additional Campaigns can be mapped to additional Projects by repeating these steps, with each mapping listed as its own row.

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Automatic Idea Sync to YouTrack

Once a Campaign is mapped to a Project, ideas within that Campaign are pushed to YouTrack automatically when they reach the Selected stage.

When an idea moves to the Selected stage:

1. A new work item is created in the mapped YouTrack Project, containing the idea's title and description, along with a link back to the original idea in IdeaScale.
2. The idea's detail page in IdeaScale displays a linked card showing the synced item's Type, State, Priority, and Last Updated date, confirming that the idea is being tracked in YouTrack.

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Frequently Asked Questions

What is required before connecting the YouTrack Integration?

A YouTrack account with an active instance URL, and a Permanent Token generated from that account under Account Security in YouTrack.

Which stage triggers an idea to sync to YouTrack?

When an idea within a mapped Campaign reaches the Selected stage, it is automatically created as a new work item in the mapped YouTrack Project.

Can more than one Campaign be connected to YouTrack?

Yes. Each Campaign can be paired with a Project under Configuration, and additional Campaign-to-Project mappings can be added the same way; each appears as its own row with its own Remove action.

What happens on the idea after it syncs to YouTrack?

The idea's detail page displays a linked YouTrack card showing the synced item's Type, State, Priority, and Last Updated date, and the corresponding YouTrack issue includes a link back to the original idea.

Can a Campaign-to-Project mapping be removed after it is created?

Yes. Selecting Remove next to a mapping in the Configuration table removes that Campaign's connection to its Project.