Get assets during off-boarding

Greg February 20, 2024

We use Jira Assets to track hardware and software associated to each employee. I was wondering if there is a way to list out any assets an employee holds during an off-boarding process.

Ideal workflow:

  • An employee's manager submits an off-boarding form to HR listing the employees name and final day.
  • This HR form is used to trigger a new IT request (Task) which lists out the assets associated with the employee, allowing them to perform the off-boarding tasks required (application/software account removal, etc).

So far I've been able to create the HR Form and associate the Employee Name field with the Asset Object that is the employee. This allows the Asset (Employee) to display within the Details section of the request. It also provides a link to view the Object Details, which contains the information I'm looking for (Software accounts).

Two things:

I would like to pull the name of the Employee (asset) to display in the Description field. When using {{Employee Name}} to call the asset, I can only display the Object ID, but not the actual name of the Object.

Also, is there a way to list specific attribute(s) from the asset when it is referenced.

  • For example, in the Description of the IT Request opened by Automation, a list of Software Accounts (the attribute) is displayed based on the Employee (the asset) being off-boarded.

 

offboardingRequest.pngobjectDetails.pngobjectID.png

1 answer

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Mikael Sandberg
Community Leader
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February 20, 2024

In order to get the name for the asset you need to use the attribute name in your smart value. Assuming that the name of the employee is the Name attribute then {{Employee Name.Name}} would give you that.

Regarding the question regarding Software accounts, yes that is possible. All you would have to do is use the Lookup objects component and the query would be something like: Owner LIKE {{Employee Name.Name}}

You could also use just the object key for the owner, then the query looks like this:

Owner LIKE {{Employee Name}}

You can then use the {{lookupObjects}} and the list function to add it to the description field.

Greg February 20, 2024

Thank you so much. I was able to successfully have the name added to the Description field. I really appreciate your help.

However, I simply cannot get the Software attribute to populate - either in the Details or Description based on the suggestions you provided. I am absolutely stumped on how to get the Software Accounts associated with the Employee to display in a request created by Automation. I'm wondering if I configured the Custom Field incorrectly for my desired outcome.

offboardingRule.png

customField.png

Greg February 22, 2024

An update for anyone reading:

Sometimes it helps to take a break. Go back after a day of staring at something and notice the most obvious things.

I was able to display the Software Accounts within the Description field, by adding the "Software Accounts" attribute to the Employee Name custom field.

One strange thing I can't figure out though is why the results are appearing in brackets - [example, next example].

Also still can't get the Software custom field to display on the request. I've put in every value I could thing of or found online, and it just won't display anything.

employeeNameCustomField.pngautomationRule.pngrequest.png

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