RPA-Powered Data Synchronization Across Several Project Tracking Tools

Challenge

The client needed to synchronize data between Zoho and Jira on a regular basis. Before automation, the process relied on two employees who worked together to:

• Extract data from Zoho
• Format it according to Jira’s requirements
• Upload the final version into the Jira system

Their key challenges included:

• High manual effort for a routine task
• Risk of inconsistency and outdated project data in Jira
• Delays due to employee availability or coordination issues

Main Goals

The project’s primary objectives were to:

• Automatically extract and transform project data from Zoho
• Retrieve additional metadata from Jira via API
• Combine and format data into a consistent file
• Upload results to Jira without manual involvement

Team Size and Composition

Edvantis assigned one RPA Developer to build and deploy the automation workflow.

Solution

Using UiPath, Edvantis implemented a fully unattended automation that performs the following steps:

• The robot logs into Zoho and navigates to: Operations → Time Tracker → Projects, downloading the required file
• The downloaded file is immediately reformatted according to Jira import specifications
• The robot calls the Jira API to collect relevant metadata
• Information from both sources is merged into a single, consistent file
• The robot logs into Jira and uploads the final file to the correct section automatically

We Achieved Great Results Together

This automation significantly reduced the time and effort spent on data synchronization. The client no longer dedicates two employees for a routine task, allowing them to focus on higher-value work and reducing the risk of delays or errors.

Our key achievements included:

• Reduced processing time from ~1 hour to 2 minutes
• Eliminated the need for manual formatting and coordination
• Ensured consistent and up-to-date project records in Jira
• Enabled unattended execution on a predefined schedule

In addition to solving the immediate problem, the automation setup can be reused for similar synchronization tasks involving third-party systems or internal databases.