Jira form to Asset object
Asked by Pieter Van Der Merwe:

Hey,

I tried looking for a way to have automatically add a form to a service ticket and after the form is filled in by a service technician a object is created in our asset registry. First I want to find out if this is possible and if so any direction to the correct documentation or help would be greatly appriciated.

PS. I have tried finding the info myself but wasn\`t quite able to. Perhaps looking in the wrong places. ;-)

Thanks in advance

Warm Regards,

Pieter


Answers:
author: Ignacio Aredez GenAI Expert
body: To automatically create an asset in your registry after a form is filled out on a Jira service ticket, you can use a combination of Jira Service Management and Insight - Asset Management (now part of JSM for Premium/Enterprise plans). Here's a streamlined approach:

Create Custom Forms: Use Jira Service Management to design custom forms that service technicians can fill out when working on service tickets.

Set Up Automation: Implement an automation rule within Jira Service Management that triggers when the form is submitted or a specific issue transition occurs. This rule can then create an asset in your asset registry.

Use Insight for Asset Management: If you're using Insight, the automation rule can directly create an asset object in Insight using the data from the form.  

Documentation and Resources:

For setting up forms and automation, explore the Jira Service Management Documentation.  
For Insight and managing assets, refer to the Insight Asset Management Documentation.  
If your asset registry is external, consider using the "Send web request" action in your automation rule to call your registry's API and create the asset with form data.

This process involves using Jira's built-in features and Insight's capabilities for asset management, streamlining your workflow efficiently.

comments: author: Pieter Van Der Merwe
body: Thank you very much for the quick response, I will try this out and let you know how it went.


author: Pieter Van Der Merwe
body: Hallo,

I was unable to use the form data to create a new Asset entry. When you create the form and the automation for it, it doesn\`t seem to pull any of the information from the form fields into the asset registry. Have you been able to implement something similar?

With warm regards,

Pieter


author: Ignacio Aredez GenAI Expert
body: Check Your Form Setup: Ensure the form in Jira Service Management captures all necessary information, with each field corresponding to an Insight asset attribute.

Review Automation Rule: Confirm the automation rule triggers correctly upon form submission and the action to create or update an asset in Insight is properly configured.

Map Form Fields to Insight Attributes: Double-check that the mapping between form fields and Insight attributes is accurate. Use Jira's smart values to reference form field values in the automation rule.

Verify Insight Schema and Permissions: Make sure your Insight object schema can accept new entries and that the automation rule has permissions to create or update assets.

Debugging: Use the "Log action" feature in the automation rule to see what data is being passed and ensure it's correctly captured.

Documentation and Support: Consult Jira Service Management and Insight documentation for guidance on automation and smart values.


author: MF
body: <https://community.atlassian.com/t5/Jira-Service-Management/How-to-access-the-form-data-in-Jira-Automations/qaq-p/2050277>

[@Pieter Van Der Merwe](/t5/user/viewprofilepage/user-id/5323616) check the link to get the Variable to access the formdata. The free Entity Properties Addon by Atlassian helps to find the correct IDs.


Tags: cloud

jira-service-management

jira-service-management-cloud