Auditing Assets’ Lifecycle in Jira Data Center

Is your asset management process in Jira truly as efficient as it could be? Managing assets can quickly become chaotic, with outdated records, compliance risks, and missed maintenance deadlines leading to costly errors. Without regular audits, minor issues can snowball into significant setbacks. The good news? Jira, paired with the right asset tracking tools, simplifies the auditing process, ensuring your data stays accurate and your business stays on track.

What Jira tools can help to audit assets?

Jira offers several great tools and features that can significantly enhance the auditing of assets and their lifecycles. Here are some key tools to consider:

Custom fields

You can create custom fields to capture specific asset information tailored to your organization’s needs, such as purchase dates, warranty periods, and maintenance schedules. It’s a very simple option, but if thought thoroughly, it will be helpful in the future to ensure that all relevant data is readily available for audits, making tracking assets throughout their lifecycle easier.

Jira reports

Jira’s reporting features allow you to generate detailed reports on asset status, types, quantity, and distribution. You can assess different aspects, for instance:

How are objects distributed across departments?

attribute count report jira.jpg

You can find more reports in this post: Assets Reporting in Jira Data Center [6 examples]

Jira automation rules

Automation can streamline repetitive tasks related to asset management, such as sending reminders for maintenance or updating asset statuses. Automating these processes reduces the risk of human error, ensuring that asset data remains accurate and up-to-date, which is essential for thorough audits.

Example. You want to automate the process of reminding team members about upcoming maintenance for their assets. Here’s how the rule might look:

Scheduled Trigger:

  • Type: Scheduled

  • JQL: "Maintenance Date" = now() + 30d

  • Frequency: Daily

Condition:

  • Condition Type: Issue Fields Condition

  • Field: Asset Status equals Active

Action:

  • Action Type: Send Email (or Add Comment)

  • Recipient: Assignee/Owner

  • Message: Reminder about the upcoming maintenance

Integrations with plugins

Add-ons for Jira provide some extra features like asset tracking, reporting, and lifecycle management, making it easier to conduct comprehensive audits. One of them is Assets History for Jira which enhances Jira asset tracking by recording comprehensive objects history.

Audit log for object changes

When auditing assets in Jira, it’s essential to have a detailed and accurate log of every change made to an asset. Jira's built-in tracking feature can capture basic updates for a single object. To gain deeper insights and more comprehensive reporting on asset changes, you can try Assets History for Jira. The app reports changes for multiple objects in one place and can significantly enhance your auditing capabilities.

Let’s say you have a piece of critical IT equipment that is frequently updated. With Assets History for Jira, every time the asset’s location, status, or assigned owner changes, a detailed log is automatically created. This ensures you can trace back through every stage of the asset’s lifecycle and maintain transparency over its use and management.

For example:

  • Change 1: The asset's location is updated from "Office A" to "Office B."

  • Change 2: The asset's status changes from "In Use" to "Under Maintenance."

  • Change 3: The assigned owner is switched from one team member to another.

How do the reports look?

Example 1. Report with all object changes for selected object schema and updater within the last 10 days.

assets change history.png

Example 2. Report of changes for the specific object (laptop) and its attribute (owner).

change of asset owner.png

Each of these changes is logged with the date, time, and the user who made the modification, allowing you to generate a full report of the asset’s history.

Keeping tabs on your assets shouldn’t be a mystery, it should be as clear and actionable as possible. With the Assets History for Jira app, you’ll have a bird's-eye view of every move in your asset's journey. Why wait for things to go off course? Start auditing today, and ensure your assets are always where they need to be – performing at their best. 

▶️ Get your free trial to track every change


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