Automation Overview

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.

Important 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

Trigger

A trigger is an event that starts the automation process. It defines the conditions under which an automation rule is activated. For instance, triggers can activate when an asset is checked out, when an issue is assigned, or when a scheduled due date approaches. By defining these events, you can automate responses and streamline workflows efficiently.

List of Triggers in AssetIT:

To customize rules related to issues (e.g., Issue Assigned, Issue Transitioned), ensure you select a project for which you are an admin.

• Issue Assigned:

  • This trigger will be activated when an issue in the selected project is assigned.

  • From the dropdown menu, select the project where you want the automation rule to apply.

• Issue Transitioned:

  • This trigger will be activated when an issue changes from one to another status within the selected project.

  • Required information:

    • Project:

      • Enter the name or key of the project where the rule will apply.

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

    • From Issue Status:

      • Select the current status of the issue (e.g., In Progress) that it is transitioning from.

    • To Issue Status:

      • Select the new status that the issue will change to (e.g., Done).

• Due Date & Expiration:

  • This trigger will activate when a scheduled event is approaching or overdue by a specified number of days.

  • Required information:

    • Resource Type:

      • Choose the type of resource that will be affected by the rule. You have two options: Asset or License.

    • With:

      • Based on your selection of resource type:

        • If you select Asset, the "With" field will show "Expected Checkin."

        • If you select License, the "With" field will provide options for "Expiration Date" or "Termination Date."

        • Number of Days / Days Overdue / Days to Expiry / Days to Terminate:
          Enter a number to specify how many days in advance the trigger should activate. This number determines how soon before the due date or expiration date the action will be executed.

Action

An action is what happens as a result of a trigger being activated. It represents the task that will be performed automatically when the conditions of the trigger are met.

List of Actions in AssetIT:

• Checkout resources linked to a Jira issue:

  • When this action is triggered, the system will automatically check out the selected resource type to the specified user (either the assignee, reporter, or a user of your choice) associated with the linked Jira issue.

  • Required information:

    • Resource Selection: you can choose from different resource types to check out, including:

      • Asset

      • Accessory

      • License

      • Consumable

    • Checkout To: Specify who the resource will be checked out to by selecting from the following options:

      • Issue Assignee: The person assigned to the Jira issue.

      • Issue Reporter: The person who reported the issue.

      • User: Any designated user in the system.

• 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.

• 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.

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.

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.'

2. 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.

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.