JSM Assets - how to archive with Premium subscription - best practice

[Simon Sahli]

Hi Atlassian community,

we are having a JSM Premium subscription to use Assets. The archiving functionality however is only available with the Enterprise subscription, which we will definitely not get anytime soon.

Now I am wondering, what is best practice on how to deal with Asset data, which is deprecated, but cannot be deleted yet, since we do not want to loose it´s history?

We are working with statuses, like "Deprecated", the problem is that, in the relationships (in- and outbound) and in the object graph those old objects are still visible, which causes confusion. So it is not enough to just change the status.


I am therefore wondering if you guys have any smart workaround to still have a decent archiving process that keeps the value of the Asset object but does not interfere with active Asset data that you could share if you are using JSM premium?
Thanks in advance!


As a plan B, I could delete all the links to other objects of deprecated asset data, but this is quite annoying and a manual task, so I hope there is a better solution out there.

Cheers,
Simon

[Simon Sahli]

One way I have now also came up with is to clone the Asset object and set it under an "Archive" abstract object.
Then export the data of the deprecated object and import it into the archive object with the same structure but without the outbound connections. The inbound connections are anyway gone since it is a new object.

The problem there however is that the linked issues are still pointing to the deprecated objects and also the attachment would need to manually moved. Therefore if the old deprecated object gets deleted those things would disappear.
So not really a scalable and automatic solution...


Probably still better to use the automation rule to remove (NULL) all the outbound references and then remove the inbound references manually.

[arielei]

Hey @Simon Sahli 

I can suggest to use Automation rules:

When status object will change to "Deprecated" , remove all outbound/inbound connections.

So you will only need to change the status and the automation will kick in to handle the asset.

Hope that helps.

Ariel.

[Simon Sahli]

Thanks for this suggestion @arielei 

What would be the main action to action in the automation rules to remove all outbound/ inbound connections of a deprecated object? 

[arielei]

Hey @Simon Sahli 

You can simply create an automation like:

1. Trigger - Object Updated

2. If the Status have changed to "Deprecated"

3. Edit Object and remove all the values from it.

[Simon Sahli]

Hi @arielei,
the problem with the point 3 is though that if you remove the values from the object that are connected then you only remove the outbound references. 
The inbound references are set on other objects and point towards the archived asset object.

Do you see any option to remove these inbound references in an automatic way?


Cheers,
Simon

[arielei]

Hey @Simon Sahli 

You can do Lookup object on the CF in your work-item.

Then  do Branch on AQL and set the scheme of the inboud/outbound.

Then, to a compare between the value in the CF.Outbound or Inbound and remove it.

Think of it this way - looking at the objects from the other way around.

[Simon Sahli]

Okay, I will try to do this. 
Will let you know if I have succeeded and if yes, how.