Implement a Jira automation that monitors Assets objects containing the custom field “Warranty End

[Jérôme ALPHONSINE]

Hello team,

I would like to Create an automation that generates a ticket, or sends an email, or a Microsoft Teams notification, in order to notify us when an asset’s warranty end date is approaching its expiration.

When the value of this field reaches a threshold of approximately 60 days before expiration, the automation must trigger a notification action (issue creation, email, and/or Microsoft Teams notification).

Is it possible to make this?

Anyone can help me ?

thank you team.

[Jeroen Poismans]

Hello Jerome,

This is indeed possible to do. High level this is what your Automation should look like:

• Scheduled trigger (run every day, week ...)
• Action: Lookup objects with AQL 

  objectType = "YourObjectType" and "Warranty End" < now(60d) and "Warranty End" >= now()

• Loop over the objects found (branch)
• For every Object found
  • Action: Create Work Item
  • Action: Send Email
  • ...

Since this runs every day, week ... it is important that you also build in a mechanism so you don't get double warnings, work items ... for the same Asset. If this runs 2 days in a row and the Warranty End for an Asset was not changed, the same will happen again and again.

Two options:

• You set flag on the Asset ("Warranty End Alert" for example) and set it to True first time the Asset is processed by your rule. Your AQL in the rule should then ofcourse discard those assets:

  objectType = "YourObjectType" and "Warranty End Alert" = False and and "Warranty End" < now(60d) and "Warranty End" >= now()

• In the AQL include the exclusion for Asset having connectedTickets() in the project you are working in (that is if you choose to create work items instead of sending email)

In any case you will need a follow up in your process to either change the Warranty End date field on the Asset or delete it or ... so it does not show up anymore in next runs of your automation.

The Automation documentation + AQL reference:

https://support.atlassian.com/cloud-automation/docs/jira-cloud-automation/

https://support.atlassian.com/assets/docs/use-assets-query-language-aql/

[Jérôme ALPHONSINE]

Hello Jeroen,

thank you for your responsiveness and for the clear answer to my request. I will review this and try to put it in place, as it would save me a lot of time in managing my assets.

[Jeroen Poismans]

If it works, kindly accept the answer for future reference.

Thanks!