Asset management is a critical function for any organization, but manual processes can be time-consuming and error-prone. To address these challenges, many companies are turning to Atlassian tools to automate asset management processes, including ticket creation, object management, and notifications.

By combining Jira Service Management and Assets with automation, organisations can create a powerful asset management solution that streamlines workflows, improves accuracy, and enhances productivity.

ScriptRunner for Jira has recently launched HAPI, a simplified way to define automations when interacting with Jira Service Management and Assets. To celebrate, here are some examples of how Jira and automation tools can work together to improve asset management processes.

Example 1: Streamlined ticket creation

One of the challenges of asset management is creating tickets for asset requests or issues. With Jira Service Management, organisations can create customisable ticket forms that allow users to request assets, report issues with assets, or request support for asset-related problems.

Automation and customisation can help streamline ticket creation by:

• showing or hiding certain fields based on earlier inputs
• automatically populating fields based on user input
• validating data before the ticket is created

These customisations not only speed up ticket creation by only asking users for information that’s needed, they also help eliminate errors and ensure that tickets are created consistently and accurately.

Example 2: Automatic routing

Once assets have been requested and tickets have been created, the next step is assigning and routing work. Here, organisations can use Jira Service Management assets to keep track of inventory, track maintenance schedules, and ensure that assets are assigned to the correct users or departments.

Scripted automation tools can supercharge object management through the creation of custom scripts which perform specific actions based on predefined rules or triggers. For example, organisations can use ScriptRunner to automatically assign assets to specific departments based on the asset type.

Work can also be routed or automated in a similar way, for instance, when an employee leaves the business. If you work in a regulated industry, trigger the removal of the former employee’s permissions from Jira, Active Directory as well as disabling their machine and other assets.

Example 3: Proactive notifications

Notifications are a critical part of asset management, helping to ensure that users are aware of new assets, asset issues, or changes to asset status. With Jira Service Management, organisations can create notifications that are customised for different users and departments, including alerts for new tickets, status updates, or reminders for asset maintenance, certificate expiry and more.

ScriptRunner can help improve notifications by automating your alerts based on predefined rules or criteria. For example, organisations can use ScriptRunner to trigger notifications for critical asset issues or changes in asset status, such as when an asset is retired or needs to be replaced.

Example 4: Reporting and analytics

Finally, analytics and reporting are critical for effective asset management, helping organisations to track asset usage, identify trends, and optimise workflows. If your organisation is running an SLA-based service desk, meaningful reporting data is critical. Jira Service Management includes a built-in reporting engine that allows organisations to generate custom reports for different users and departments, including graphs, charts, and tables.

Automation tools such as ScriptRunner can help enhance reporting and analytics by calculating fields based on other fields or ticket data, and by automating the generation of certain reports. For example, organisations can script fields which show currency exchange rates or calculate custom metrics for your Jira dashboards to provide real-time insight into asset usage and status metrics, or to create scheduled reports that are sent to specific users or departments.

Atlassian's Jira Service Management and Assets offer powerful asset management capabilities, and when combined with ScriptRunner, organisations can achieve even greater efficiencies and productivity gains.

By automating ticket creation, object management, notifications, and reporting, organizations can create a truly integrated asset management solution that saves time, money, and reduces environmental impact. If you're struggling with manual asset management processes, consider exploring these tools to take your asset management to the next level.