NOT PUBLISHED Automating Annual Access Review for Company Software in Assets

Use case

For the annual access review of applications used in the company and managed as Jira Service Management Assets, we want to create a dedicated task for each application owner to review the people who have access to the application they are responsible for.

Prerequisite

You use Jira Service Management to manage the applications used in your organisation. For this use case, the asset schema in which your applications are organised is called the CMDB. Here, your applications are classified with the object type 'Application' and have at least one custom attribute, 'Application Owner', which is configured and set.

Configuration steps

Get started

To create tickets for each application in our asset database, we utilize the Create Issue post function. As we want to create a separate ticket for each application identified in the database, we configure the Mode* parameter to "Multiple issues based on a text list" and use the getAssetsFromAQL() expression parser function to return all asset keys as a list. The elements of this this can later be used via the %{seed.text} field code.

Mode -> Multiple issues based on a text list -> Expression*

%{getAssetsFromAQL("objectSchema=CMDB AND objectType=Application")}

Setting the project and issue type context

Select an Issue Type and Project that best suits your needs using the appropriate Issue Type and Project parameters. Ensure that the selected Issue Type is available within the selected Project.

Give the tickets a summary

Since we're creating multiple tickets, we want to differentiate them by including the application name directly in each ticket summary. To do this, we use an expression that dynamically inserts the name of the application for which each ticket is being created. We achieve this by using a field code with the getNameFromAsset()parser function, which converts the asset key from the %{seed.text} field code into the application’s name.

Summary*

Annual review of %{getNameFromAsset(%{seed.text})}

You can enrich the summary with more information. For example, you might add the current year by including i.e the year() function in an expression like this:

Annual review %{year({system.currentDateTime}, RUN_AS_LOCAL)} of %{getNameFromAsset(%{seed.text})}

Assign the ticket to the application owner

Creating the issue is just the first step. To ensure proper attention, we want to set the application owner as the assignee of the ticket, making them directly responsible for it.

To set the assignee to the to be created issue, click on Add Field and choose Assignee. There we are setting the value of the field based on a parser expression.

To assign the application owner, we can retrieve their information from the asset database using the %{getAttributeFromAsset() expression parser function. We then set the Assignee field of the issue to be created with this data, ensuring the owner is directly responsible for the ticket.

Add field -> Assignee -> Set field value manually (parser expression)*

%{getAttributeFromAsset( %{seed.text}, "Application Owner")}

Related Examples

Use case	Workflow function	Parser functions	Complexity
Automating annual access review for company software in assets	Create issue	getNameFromAsset() getAttributeFromAsset() getAssetsFromAQL()	INTERMEDIATE
Create an issue in the current project	Create issue		BEGINNER
Create an issue with a summary to check for attachment type	Create issue	matches()	INTERMEDIATE
Create a simple sub-task	Create issue		BEGINNER
Create a story in an Epic	Create issue		BEGINNER
Create a sub-task for each component	Create issue	toStringList() getMatchingValue()	BEGINNER
Create a sub-task for each user selected in a User Picker field	Create issue	jiraExpression()	BEGINNER
Create a sub-task for high priority issues	Create issue		INTERMEDIATE
Create a sub-task linked to issues with a specific priority	Create issue		INTERMEDIATE
Create a sub-task mentioning the assignee when a high priority task is ready for review	Create issue		BEGINNER
Create multiple sub-tasks with different summaries and descriptions	Create issue	nthElement()	INTERMEDIATE
Create two sub-tasks when a user story is being approved	Create issue		INTERMEDIATE