Shortcut Integration

While Shortcut helps teams to collaboratively manage work from across their organization, converting the granular pieces of your team's work into a presentation-ready overview of your high level strategy can become a cumbersome task. To better visualize your Shortcut entities in a consumable, simple to understand roadmap, users can create a one-way connection with Shortcut which allows them to pull content into their roadmaps and visualize it against other projects across all the tools your team uses on a daily basis.

Getting Started with Shortcut

Linking Roadmunk to your Shortcut Instance

In order to connect your Roadmaps to your instances & entities in Shortcut, an Account Admin on your Roadmunk account will need to establish the connection between Roadmunk and Shortcut first. Once this connection is established, users will be able to view and select this integration option during their on-roadmap setup and save both instance & credential details for future setup of additional roadmaps.

Create a New Shortcut Integration

To create a new Shortcut integration in Roadmunk:

Click into your avatar in the bottom-left and navigate into the Account Settings menu.
Once in Account Settings, navigate to the Integrations tab along the top.
Select the + Add an integration button and choose Shortcut from the configuration menu.
In the setup window that appears, enter the following details:
- Shortcut Integration Name: The reference name which describes to yourself and your team the Shortcut instance you're connecting to.
- Shortcut Integration URL is shown but cannot be edited due to the static nature of this pathway. Unlike other Roadmunk integrations, the instance being accessed is defined at the roadmap level, not the account level.
Once these details have been entered, click the Create Integration button to finalize the setup.

Update an Existing Shortcut Integration

To update an existing Shortcut integration in Roadmunk:

Click into your avatar in the bottom-left and navigate into the Account Settings menu.
Once in Account Settings, navigate to the Integrations tab along the top.
Select the Edit button in the Shortcut Integration you're looking to update.
In the edit window that appears, the administrator who created the integration can update:
- Shortcut Integration Name: The reference name which describes to yourself and your team the Shortcut instance you're connecting to.
Once these details have been changed, click the Update Integration button to finalize the setup. Changes are applied immediately for all users across the account.

Remove an Existing Shortcut Integration

To delete an existing Shortcut integration in Roadmunk:

Prior to deletion, ensure that no roadmaps are currently using this particular integration.
Click into your avatar in the bottom-left and navigate into the Account Settings menu.
Once in Account Settings, navigate to the Integrations tab along the top.
Select the Delete button in the Shortcut integration you're looking to remove.
Once selected, the integration will be deleted immediately and will be removed from the menu.

Generating Credentials for Roadmunk in Shortcut

In order to authorize the data transfer between Roadmunk and Shortcut, Roadmunk relies on a user-generated credential which allows the user to view and pull their data from their entities. In this case, we require a Personal Access Token (PAT) generated in Shortcut as your credential and during the roadmap setup will allow you to set a Credential Label so you can easily differentiate this particular token from others you may use (in the case of teams working across multiple active Shortcut deployments).

Users can generate a Personal Access Token from the Settings menu in Shortcut. For more details see Shortcut's article on creating a personal access token.

In Shortcut, click on your profile icon (avatar) and select Settings > API Tokens.
Specify a Token Name. It can be anything and does not need to match the Credentials Label in Roadmunk.
Click the Generate Token button.
Manually copy the token string in the box and paste the value in the Roadmunk Personal Access Token field.

Connecting your Roadmaps to Shortcut

Integrations Setup Walkthrough

It's a quick and easy process to set up an integration between your Shortcut entities and your team's roadmaps in Roadmunk. The setup process can be broken down into three stages: triggering the integration, applying synchronization settings, and applying field and filter settings. Once those have been completed, your roadmap will be set to pull and visualize data from Shortcut as needed.

Step 1 - Triggering the Roadmap Integration

Once the integration connector has been set up by your Account Admin, you will be able to select the Setup Shortcut Integration option in the Integrations tool on your roadmap. Triggering this integration will not overwrite your existing data.

This option will activate a setup wizard which will walk you through the process of connecting your roadmap to a specific project in Shortcut to act as a data source for your roadmap.

Step 2 - Applying Synchronization Settings

Once in the setup wizard, you will be prompted to follow the preset workflow to complete the integration. In the first phase of this workflow, you will have the option to select which Shortcut connector you would like to pull project data through, the synchronization direction (one-way, at this time), and the automatic sync cadence (default is set to 12 hours).

Step 3 - Applying Credentials, Field & Filter Settings

Once your instance has been selected, you'll be prompted to choose your credentials for syncing with Shortcut. If you haven't previously set up credentials to sync with, please enter the Personal Access Token that was generated in the steps above and apply a Credential Label for future reference.

After these details above have been provided, you will be able to select the project you would like to pull data from and the state of issues being pulled to bring in only the relevant content is being pulled. Once these settings have been applied, you'll be able to specify Start Date & End Date and select the Shortcut fields to use on your roadmap. While the specified project can't be changed after the setup, the user-defined dates and fields can be updated later if needed.

Once you've completed this phase of the setup, you'll be taken to a confirmation screen to let you know that the integration has been setup successfully. After completing the setup wizard, you'll be returned to the roadmap view where your data will begin to populate from your specified Shortcut project.

What to Expect After Integrating

Once you've integrated your data from Shortcut, there will be a few changes to your roadmaps. The following changes may occur after you've setup your integration:

All fields pulled from Shortcut are Account-Level by default - Since the properties and values of these synchronized fields are managed in Shortcut, we automatically promote them to account-level so they can be accessible as common fields in Portfolio roadmaps.
There is an External ID field that appears in the Items Table view - When synchronizing data from Shortcut, we pull in the ID of each entity for reference on your roadmap. This is clickable and linked out to your team's Shortcut instance, so you can quickly access the respective work item from either your Table view and Item Card.
Additional Date fields will be read-only - Due to a variance in field formatting between Roadmunk and Shortcut, any additional Date fields selected which are not mapped to Start and End Dates will be pulled in as read-only text fields.

Modifying Shortcut Integration Setup

Once the initial integration setup is complete, the roadmap owner will be able to modify the setup at any time. To do so, from the Items Table or in a roadmap visualization, simply click the Shortcut button (which replaced the Integrations button) in the roadmapping toolbar and select "Modify Setup" from the drop-down menu. This will open the integration setup menu and you can update sync settings, credentials, filter work items, and select fields.