Auto Populate Attributes

[Heather Weatherholt]

I am working in the Asset portion of JSM and am wondering if there is a way to have an asset attribute auto-populate based on what was filled in or selected in another attribute.  For example, if I have an attribute for a laptop called Asset Assignee (formatted as an object referencing another schema) and I select John Smith from the list, can I have the next laptop attribute that is named Assignee Location, auto-populate with the location that John Smith has attached to him in the schema he is in.

[Kris Dewachter]

Hi @Heather Weatherholt ,

As mentioned, you could implement a automation rule that acts on the creation of an object in the object schema, that gets the created object, and fills the name of the object with the combination of other attributes. It would look something like this :

• Trigger : When object is created in the object schema you selected
• In the "if" statement, you can check if the created object is of objectType "Hardware" for example
• And in the action, you edit the object attribute "Name" and fill it with the attributes of the object with smart values. In my example I take the "Make" and "Model" name.

Please not that this automation rule will only act on newly created objects. If you want this also executed on edited objects, you have to create a similar automation rule where the trigger is "Edit object"

Best regards,

Kris

[Kian Stack Mumo Systems]

@Heather Weatherholt, 

You could do it as @Kris Dewachter mentioned using automation for Jira, but the challenge is that there appears to be no way to trigger a rule based on "Object update". That sort of functionality is available on Jira Data Center, but does not appear to be available for Jira Cloud.

[Kris Dewachter]

Hi  @Heather Weatherholt ,

You could probably achieve this with an automation rule that collects the information and updates the asset.

But personally, I would try to avoid copying information from 1 asset object to another object. You are basically duplicating information. I would create a 'User' object with all the information from the user (account, location, ...) and link this to the laptop object.

Best regards,

Kris

[Heather Weatherholt]

I have a "user object" and when we assign equipment to the user, we open the piece of equipment details and then select the user we assigned it to, and we can see the user on the piece of equipment details and when we go to the user object we can see all the equipment that is assigned to them.

What I'm trying to do is standardize the details about the pieces of equipment so that all of the same make and model of laptops have the same description for make and model so that when we search for that make or model it finds all of the equipment.  Just as when working with a traditional database, say MS Access, for example, there is a difference between spelling out Missouri and using the abbreviation for it MO.  In this example, if I wanted to find all of our users who lived in Missouri I would have to make sure to search for both Missouri and MO since they are different entries for the same place.

I want all of our Gen 10 laptops to have the same description so that I don't have to search for more than one version of it.  So I was hoping that if I selected Gen 10 from a list for the model, it would auto-populate the description of "Lenovo ThinkPad Gen 10 Laptop".

We have 15 people who work with the asset database in Jira and that means 15 versions of the description, or model, etc. and that just makes a huge mess and hard to find what we are looking for when searching for something and makes a mess of the reports we run either manually by exporting data to Excel or using Easybi.

[Kris Dewachter]

Hi @Heather Weatherholt ,

If you want to standardize some values, I suggest you create different object types for these values.

Ex. Object Type "Brand", which you can fill with objects like "Lenovo", "Apple", "Acer", ...

and another object Type for "Model" which you can fill with objects like "MacBook", "Thinkpad Gen 10".

These object types can then be linked to your "Laptop" object, so when you create or edit a laptop, you can select the correct "Brand" and "Model".

This way, you can standardize the naming and make sure only correct values are used.

For reporting, if you want to see all the laptops for the "Thinlpad Gen 10" model, you can just select this model object and look at the incoming relations to see the different laptops.

Please have a look at these Community articles for information how to build your Assets schema :

• Using Insight as an Object-Oriented Database (Part 1)
• Using Insight as an Object-Oriented Database (Part 2)

Best regards,

Kris

[Heather Weatherholt]

I've done, that.  I've bad schemas where I can store what I want users to select from so everyone is using the same information.  But, I have fields for Brand, Make, Model, Description, etc.  And my standard description combines the information from Brand, Make, and Model.  But, unless I can get it to auto-populate, it requires users to select/fill in all the fields, and although a user could pick Gen 9 for the Make, they could pick the Gen 10 Description.  I'm just trying to make it as dummy-proof as possible.

[Heather Weatherholt]

When I go to Automation in my Project Settings, I do not see any triggers for objects.

[Kris Dewachter]

Can you try navigating to your "Project Settings" --> "Automation" --> "Global Administration" (located left of the "Create Rule" button".

When you create a rule here, you should be able to see the asset triggers.