Assetloop support and user guide

Contact: support@studiowebworks.com. We answer within two working days (Central European Time).

Getting started

1. Open Apps → Asset register in the Jira sidebar for the whole register. Each project also has an Asset register page that shows the assets with that project's key.
2. Press New asset, or Import CSV to bring in an existing list (see below).
3. Choose the type, a name and a status, then the owner (accountable) and, for hardware, the person it is assigned to. The form shows the dates and fields that the type uses.

Asset types

• Hardware: warranty end date; default attributes Model and Serial number.
• Software licence: licence expiry date, seats bought and seats in use; Vendor and Licence type.
• Information asset (ISO 27001 A.5.9): classification and confidentiality / integrity / availability ratings (1 Low, 2 Medium, 3 High); Where it is stored and Legal or contractual basis.
• Cloud service / supplier: contract end date, seats and CIA ratings; Vendor and Data processed.

Statuses: In stock, In use, In repair, Retired, Disposed. Classifications: Public, Internal, Confidential, Restricted. A Jira administrator can change the custom attributes of each type in the settings.

Rules

Assetloop checks these on every save, from the form, the import and every other path. An asset that breaks one is not saved, and the message says what is missing.

• An asset that is In use needs an owner.
• An information asset needs an owner and a classification (ISO 27001 A.5.9 and A.5.12).
• A disposed asset needs a disposal date (not in the future) and a disposal note: how it was disposed of, and who confirmed it.

Assets are never deleted. Retire or dispose them; Include retired and disposed shows them again.

Reviews and history

Every asset has a next review date. After reviewing it, open the asset and press Mark reviewed: Assetloop records the review and moves the next review date on by the review interval (365 days unless an administrator changes it).

Every change is recorded in the asset's History: when, who, and what changed from what to what. History CSV exports one asset's history; Change log on the register page exports the history of every asset. The history is written by the app on each save and has no screen to edit it, but it is a record kept by the app, not a certified or tamper-proof audit log. Use it together with your other evidence.

The daily check

Once a day Assetloop looks for licences, warranties and contracts that expire within 30 days or have expired, reviews that are overdue, and licences with more seats in use than bought. Those assets show a badge in the register, and Needs attention only lists just them.

A Jira administrator can choose a project in the settings to also raise one work item per problem, assigned to the asset owner. Each problem is raised once, at most 25 a day. Run check now on the settings page runs it at once (at most 8 work items per press) and is safe to repeat. Retired and disposed assets are never flagged.

Linking assets to work items

Open a work item and add the Assets panel (from the apps icon under the work item's title). Search for an asset and press Link; Unlink removes it. Every link and unlink is recorded in the asset's history, and the asset shows the work items linked to it.

The links are kept in the "Linked assets" field, so you can search them with JQL:

• "Linked assets" = AST-12 — work items about asset AST-12

The asset's detail view shows the exact query for that asset.

The field is set only from the Assets panel, not from the work item's edit screen, so that every change lands in the history.

The "Linked assets are not in use" rule

This workflow validator stops a work item from moving on while an asset linked to it is still In use. Add it to the closing transition of your offboarding or disposal workflow: an offboarding ticket then cannot be closed while the laptop is still assigned. In Jira settings → Work items → Workflows, edit the workflow, select the closing transition and add the validator "Linked assets are not in use". Work items with no linked assets are never blocked, and if the rule ever fails to run it lets the transition through rather than blocking work.

Importing and exporting

Export CSV exports the assets shown with the current filters. Import CSV takes pasted rows with a header line:

• The columns are the same as the export, so an exported file imports back. Only Name is required; any column Assetloop does not know becomes a custom attribute.
• Owners and assigned users can be names or emails of Jira users.
• Up to 500 assets and 150 different people at a time.
• Press Check first. Every row is checked against the rules; if one row is wrong, nothing is imported and the rows to fix are listed.
• If an import is cut off (a timeout), press Import again with the same text: it finishes the import without duplicating anything.
• Import always creates new assets; it does not update existing ones.

Dashboard gadget

Add the Asset register overview gadget to a dashboard: assets by status and classification, how many expire within 30 days or have expired, overdue reviews, seat overruns, and the assets that need attention. Edit the gadget to show one project or all assets.

Settings and who can see what (Jira administrators)

Jira settings → Apps → Assetloop settings:

• Review interval for new and reviewed assets, in days.
• Viewers group: empty by default, which means every Jira user on the site can see the register, the Assets panel and the gadget. Enter a Jira group to limit viewing to its members, the editors group and Jira administrators.
• Editors group: empty by default, which means everyone who can see the register can change it. Enter a Jira group to limit changes to its members; others see the register read-only. Jira administrators can always edit.
• The project and work type for the daily check, and the custom attributes of each asset type.

Linked work items are shown only to people who can see them in Jira.

Your data

Assetloop runs on Atlassian. The register is stored in the app's Forge SQL database, hosted by Atlassian for your site, and only account ids are kept for people. Nothing is sent to us. See the privacy policy.