Integrations — Advanced Features & Customization
Sync strategy, status mapping, managing multiple projects, and getting the most from each integration
Choosing the Right JIRA Sync Configuration
The three JIRA sync options — Manual, Automatic, and Webhooks — are not mutually exclusive. Most teams should run both Automatic Sync and Webhooks simultaneously for maximum reliability.
| Configuration | Best for |
|---|---|
| Manual only | Teams that want explicit control and rarely need real-time accuracy |
| Automatic Sync only | Teams that can tolerate a short lag (e.g. hourly) before updates appear |
| Webhooks only | Teams that need instant sync but want a simple setup |
| Automatic + Webhooks | Most teams — webhooks provide real-time sync, automatic polling acts as a safety net if a webhook event is missed |
Why run both Automatic and Webhooks?
Webhooks can occasionally miss events — network issues, JIRA downtime, or configuration gaps can cause a change to not propagate. Automatic Sync catches anything the webhook missed on the next polling cycle. Running both gives you real-time accuracy with built-in redundancy.
Status Mapping Best Practices
Status mapping is the most important configuration step in the JIRA integration, and the most commonly misconfigured one. A few things that matter:
Map all JIRA statuses
JIRA workflows often have more statuses than you'd expect — In Review, UAT, Blocked, Waiting, Ready for Dev, and so on. Any JIRA status that isn't mapped will not update Feature status in Lodestone. Check your JIRA workflow for every possible status and map each one.
Update mappings when JIRA workflows change
If your engineering team changes their JIRA workflow — adding new statuses, renaming existing ones, or changing their board configuration — your status mapping may become stale. An unmapped status means Lodestone stops receiving updates for Features in that state.
Use the most semantically accurate match
When a JIRA status doesn't map cleanly to a Lodestone stage, choose the closest match. For example, a "Ready for QA" status in JIRA is closer to "In Progress" than "Completed" — keep it in progress until it's actually done.
Managing Multiple JIRA Projects
A workspace can connect to multiple JIRA projects, each with its own sync configuration and status mapping. This is useful for organizations with separate JIRA projects per team, product line, or region.
A few things to consider:
- Each project has its own status mapping — if your JIRA projects use different workflows, configure each mapping independently
- Features created in Lodestone are assigned to a specific JIRA project at the point of sync — make sure the correct project is selected when linking or auto-syncing a Feature
- If projects share the same JIRA statuses, you can apply a consistent mapping across them; if they diverge, map each separately
Choosing the Right JIRA Object Level
When connecting JIRA, you choose which object level Lodestone Features map to: Epic, Story, Task, or Subtask. This is an important architectural decision.
| JIRA level | When to use |
|---|---|
| Epic | Features represent large initiatives; each Feature maps to a JIRA Epic containing multiple stories |
| Story | Features represent user-facing capabilities; maps directly to JIRA Stories |
| Task | Features represent work items of any type; Task is the most flexible mapping |
| Subtask | Features represent granular work; less common, used in highly structured workflows |
Most teams use Epic or Story. Choosing the right level depends on how granularly your team tracks work in JIRA relative to how you define Features in Lodestone.
Asana Sync Behavior
The Asana integration operates at the individual item level — each Backlog item you push to Asana becomes its own Asana task. Unlike JIRA, there is no workspace-wide continuous sync: you initiate the connection per item by clicking Push to Asana on the item detail page.
Once a Backlog item is linked to an Asana task:
- Status updates from Asana sync back to Lodestone automatically — when the Asana task status changes (e.g. moves to Complete), the Lodestone Backlog item's status updates accordingly
- The link is permanent for that item — the Asana task ID is stored on the Backlog item; disconnecting and reconnecting the integration does not break existing item links
- The mapping between Asana task statuses and Lodestone status stages follows the status mapping configuration in Settings > Integrations
Asana vs. JIRA: choosing between them
Both integrations keep Backlog item status in sync with a delivery tool, but they work differently:
| Asana | JIRA | |
|---|---|---|
| Sync scope | Per-item push | Workspace-wide automatic sync |
| Setup complexity | Low — Personal Access Token + project selection | Higher — API key, object level, status mapping, optional webhooks |
| Real-time sync | Status updates from Asana are polled automatically | Webhooks + polling available |
| Best for | Teams using Asana for task management | Teams using JIRA for engineering workflows |
You can run both integrations simultaneously if your team uses both tools.
Discovery Integrations: Choosing the Right One
Lodestone supports five transcript integrations, all of which bring meeting content into the Extracts module for AI analysis. The choice between them depends on what your team already uses — you can connect multiple.
| Integration | Primary use case | Best for | CRM enrichment |
|---|---|---|---|
| Fireflies | General meeting transcription | Broad meeting coverage (internal + external) | No |
| Gong | Revenue-focused call intelligence | Customer-facing sales and CS calls | Yes — attaches company and revenue context |
| Fathom | Meeting notes and transcript capture | Teams using Fathom for automated notes | No |
| Granola | AI meeting notes | Teams using Granola for note-taking | No |
| tl;dv | Meeting recordings with transcript capture | Teams using tl;dv for call recording | No |
All five integrations are discovery-only — they bring transcripts and notes in; they do not sync any data back to the source system.
Gong's additional value: CRM enrichment
Gong is the only transcript integration that also enriches extracted features with CRM context. When Lodestone imports a Gong call, it automatically attaches company metadata from the associated Gong account to the extracted features. This means you can see not just what was said, but who said it — and whether that company represents high-value revenue. This makes Gong the strongest choice for teams where ARR/opportunity data should influence prioritization decisions.
How Integrations Affect the Rest of Lodestone
Integrations expand what Lodestone can see, but they don't change how Lodestone works. A few things to keep in mind:
- Releases benefit most from JIRA sync — Feature status updates flow into Release boards automatically, making them live views of delivery progress without manual updates
- Extracts benefit most from Fireflies and Gong — transcripts flow in without manual upload, and the AI surfaces ideas directly from customer conversations
- Features are the integration anchor point for JIRA — every sync, link, and status update operates at the Feature level
- Asana benefits most from targeted use — push the Backlog items your team is actively tracking in Asana, and let status flow back automatically without manual updates in both systems
- Documents, Roadmaps, Strategies, and Auctions are not synced with any external system — they remain Lodestone-native artifacts
What Happens When You Disconnect an Integration
Disconnecting any integration stops all future syncing but preserves existing data in Lodestone:
- JIRA disconnect — Features and their status history remain in Lodestone; future JIRA changes no longer flow through; existing JIRA links are preserved but inactive
- Asana disconnect — existing Asana task links on Backlog items are preserved but inactive; status updates from Asana stop flowing until reconnected
- Fireflies/Gong disconnect — previously imported transcripts and their generated Extracts (if still in the queue) are unaffected; future imports are no longer available until reconnected
Reconnecting an integration restores sync behavior. You may need to reconfigure status mapping if it was reset during disconnection.
Next: Troubleshooting & FAQs — common connection issues, sync problems, and status mapping errors.