Tracking our vendor applications, especially when renewal dates are approaching, in Jira/JSM

[John Bradley]

Hello, my IT department manages about 40 different vendor application licenses with varying term lengths and dates.  At the moment it is being tracked by one person on a spreadsheet and within an outlook calendar.  The problem with this is that, while the person responsible for Getting a renewal quote is notified via the calendar, the process breaks down if the quote is not reviewed after so many days, or the invoice is not approved or a PO sent.

Would Jira/JSM be a good solution for this?  I could see each vendor license as an asset, with tern start and end dates, but could it potentially be automated to trigger a renewal work item a specific number of days before expiration? I could envision a specific Project for tracking this, where the statuses relate to the renewal workflow (quote requested, quote received, quote approved, etc.)

Any thoughts or guidance would be very helpful and appreciated!

[Trudy Claspill · Accepted solution]

Hello @John Bradley 

Yes, you could do exactly as you described with Jira/JSM and the Assets feature.

The Automation Rules feature would enable you create a scheduled rule that would execute a search for Asset Objects based on a query using the criteria you specified. In the Automation you could then create a new work item in a Jira/JSM project for the license renewal. You could create a custom workflow for the work item to use the statuses you specified. You could even have an automation that would update the dates in the asset object when the process completed.

[John Bradley]

Thank you for this - I was hoping that I was at least on the right path conceptually!