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Automation in AssetIT is designed to streamline workflows and enhance efficiency by automating routine tasks. Similar to Jira automation, it allows users to create rules that automatically perform the steps based on specified triggers and actions. This helps reduce manual effort, ensures consistency, and improves overall productivity within asset management processes.

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Note

Important

: The limit for automation rule creation is 20 rules for all users

Notes:

  • Each automation rule in AssetIT can include a maximum of 5 components. This includes triggers, actions, and conditions.

  • Only the rule owner has the ability to edit an automation rule. App Admins, meanwhile, will be able to create new rules, or delete existing rules.

Components Explained

image-20241020-071029.png Trigger

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  • Update Asset Status:

    • This action automatically updates the status of assets linked to the Jira issue.

    • Required informtion:

      • Change Asset Status To: Select the new status you want to assign to the asset linked to the Jira issue from the dropdown menu. This status reflects the asset's updated state in response to the change in the issue change.

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  • Create a Jira Issue:

    • Generate a new issue within the selected project.

    • Required Information:

      • Project:

        • Enter the name or key of the project where the new issue will be created.

        • You must be a Jira project admin to select a project.

      • Issue Type: Select the type of issue you want to create from the dropdown menu (e.g., Bug, Task, Story).

      • Summary: Provide a brief summary of the issue.

      • Description: Enter a detailed description of the issue.

      • Assignee: Optionally, specify who the issue will be assigned to by entering a name.

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Smart Values {}

Smart Values allow you to dynamically insert information into your Jira issue. By clicking on the Smart Values button (denoted by {}), you will see a dialog that shows compatible smart values based on your rule as well as all available smart values.

  • Compatible Smart Values: These are values that can be used in the context of your current rule and provide relevant information based on the trigger or action you are configuring.

  • All Smart Values: This option lists all available smart values, which can be used for various purposes across different triggers and actions.

image-20241022-095109.png

  1. Overdue/Expiration Resource Smart Values: provides specific details regarding resources that are checked for overdue or expiration statuses. Here are the four key smart values related to this functionality:

    1. Overdue/Expiration Resource - Name

      • Smart Value: {{expirationResource.name}}

      • Description: This smart value returns the name of the resource (assets or licenses) that will be overdue, expired, or terminated.

      • Example: If the resource is an asset named ‘Laptop,' this smart value will display the asset’s name.

    2. Overdue/Expiration Resource - Days to Expiry

      • Smart Value: {{expirationResource.daysToExpiry}}

      • Description: This smart value returns the number of days remaining until the resource expires, becomes overdue, or being terminated.

      • Example: If a license will expire in 5 days, this smart value will display '5.'

    3. Overdue/Expiration Resource - Field

      • Smart Value: {{expirationResource.resourceField}}

      • Description: This smart value returns the field name of the resource that will be overdue, expired, or terminated.

      • Example: If the resource is an asset with an 'Expiration Date' field, this smart value will display 'Expiration Date.'

    4. Overdue/Expiration Resource - Resource Type

      • Smart Value:{{expirationResource.resourceType}}

      • Description: This smart value returns the type of resource that will be overdue, expired, or terminated.

      • Example: If the resource is categorized as an asset, this smart value will display 'Asset.'

image-20241022-100605.pngImage Removedimage-20241027-104040.pngImage Added

  1. Creator{{creator.displayName}}: is used to reference the user who created the rule. This can be particularly useful in automating notifications or including creator details in the issue description or summary.

image-20241022-100658.pngImage Removed

image-20241027-103940.pngImage Added

Compatible Actions for Each Trigger

Below is a list of compatible actions for each trigger type, ensuring that users can effectively create automation rules that work together seamlessly.

Trigger

Compatible Actions

Due Date & Expiration

image-20241024-093116.pngImage Added Create a Jira Issue

Issue Assigned

image-20241024-093014.pngImage Added Checkout resources linked to the Jira issue

image-20241024-093050.pngImage Added Update asset status

image-20241024-093113.pngImage Added Create a Jira issue

Issue Transitioned

image-20241024-093044.pngImage Added Update asset status

image-20241024-093022.pngImage Added Checkout resources linked to the Jira issue