Lookup objects in Jira automation for asset management
Asked by abhinash t:

Hi,

We have created a rule in which Warranty expiry date notification it will give notification for assets warranty expiring in 60 days. But we are getting notification for each asset. We want it to be for bulk objects in single notification. It should get list of all the objects in single notification.

Note: Ours is data center 9.17 version.

Could anyone help on this please.


Answers:
author: Pears Whims
body: Hi [@abhinash t](/t5/user/viewprofilepage/user-id/4364743) ,

To achieve your goal of sending a single notification for multiple assets with warranties expiring in 60 days, you can try the following approach:

**Bulk Labeling with Automation**

* Set up an automation rule that checks for assets with warranties expiring within 60 days.
* Instead of sending a notification for each asset individually, apply a label (e.g., warranty-expiring) to all the assets meeting the criteria.

**Create a Filter based on the Label**

* Once the label is applied, create a Jira filter that captures all assets with the warranty-expiring label.
* This filter will allow you to easily manage and view all the assets that require attention.

**Create a Filter Subscription**

* Set up a filter subscription in Jira that emails the results of this filter at regular intervals (e.g., daily or weekly).
* This way, you'll receive a single notification listing all the assets due for warranty expiration.
* You can find detailed instructions on how to create filter subscriptions in the "Subscribing to your search results" section here: <http://confluence.atlassian.com/display/JIRA/Receiving+Search+Results+via+Email>

**Mix it All Together: Prevent Duplicate Notifications**

* To ensure that this process runs smoothly, you'll need to update your automation rule to add a second label, notification-sent, after the notification has been sent.
* Modify the filter you created in step 2 to include only assets that have the warranty-expiring label but do not have the notification-sent label.
* This ensures that only assets that haven't been included in a previous notification are captured.

The updated filter might look something like this:

```
labels IN ("warranty-expiring") AND labels NOT IN ("notification-sent")
```

By following these steps, you can aggregate your notifications for expiring warranties in bulk emails without sending multiple notifications for the same assets.

Let me please know if this helps!

Stay ace,  
Pears.

comments: author: abhinash t
body: Hi Pears,

Thanks for the response.

May I know the steps you mentioned is for server or cloud version. We are using data center. And tried applying label to warranty date but set label option not there for date fields. Moreover data center version doesn't have option to create filters for asset management projects.

Could you help on this.


author: Pears Whims
body: Hi [@abhinash t](/t5/user/viewprofilepage/user-id/4364743)

Apologies for the oversight in my previous message - I completely missed the point about you using the Assets platform and was answering as if You are managing issues.

To that point, I was referring to labeling that works in Jira Data Center as per this documentation:  
<https://confluence.atlassian.com/automation/organize-your-rules-with-labels-993924698.html>.

Let me double-check the details for your specific use case involving Assets in Data Center and get back to you with a more accurate solution.

Thanks for your understanding!

Best,  
Pears.


Tags: jira-service-management

jira-service-management-server

server