How to Prevent Duplicate Entries in Asset Schema When Recording Custom Field "Job Role"?

Bharat Kumar Bondalapati

Hi Community,

We're using Jira Service Management and would like to ensure data consistency in our Assets schema when capturing job role information during user onboarding. Here's our setup:

1. We have a custom field named "Job Role" in our onboarding request form.
2. In Assets, we created an object schema called "User Details", which includes an object type named "Job Role" with an attribute called "Name".
3. Since we don’t have predefined HR roles, we want to dynamically populate the "Job Role" object in Assets based on the values entered in the custom field during onboarding.
4. However, we want to avoid adding duplicates. If a job role already exists in the "Job Role" object (based on the "Name" attribute), we don't want to create it again.

Question:
How can we compare the custom field value from the form (i.e., "Job Role") with existing values in the "Name" attribute of the "Job Role" object type, and only add it to Assets if it's not already present?

Would this require an automation rule, a custom script, or an integration with Automation for Jira or Insight APIs? Any examples or recommendations would be appreciated.

Thanks!

Bharat Kumar Bondalapati

@Geethanjali Katagani @Christopher Yen 

Thank you for all your inputs. I was able to achieve this using {{lookupObjects}}.

1. I used {{lookupObjects.(reference name).(attribute name)}} to access all the attributes of a object under a schema.

2. Then I used {{smart values}} condition to validate against the value entered in the custom field during filling up form to raise the ticket.

3. The {{smart values}} condition used is:
    First Value: {{#lookupObjects}}* {{Name}}{{/}}
    Condition: does not contain
    Second Value: {{issue.customfield_xxxxx}}

4. I have this in If-Else loop and works as expected.

 

Cheers
-Bharat