Atlassian has announced the deprecation of its External Assets Platform, which will be fully shut down on December 31, 2024. We are proactively introducing new solutions to minimize any disruption, and these will be available well before the shutdown date.We have adopted with a complete shutdown scheduled for . To ensure a seamless transition and minimize disruptions to your workflows, we are introducing a new Asset Custom Field, built on Atlassian's Forge capabilities to deliver a new custom field that replaces the External Assets Platform, as a replacement.
This document guide provides detailed guidance on the migration process instructions for migrating to the new Asset Custom Field solution, highlighting key including essential steps, user required actions, and key considerations to help you adapt effectively.
On this page:
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Overview of changes
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External Assets Platform
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Automatic creation of a new custom field.
Migration custom field is gone, but we are offering the new Asset Custom Field to replace it.
There is a migration of existing data to the new custom field.
Configuration updates to You may need to perform some configuration updates related to filters to ensure seamless functionality.
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Admins are required to decide on the best way to go for their organization and accordingly take specific actions to ensure the transition is smooth. |
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Migration steps
Step 1: Notification and initial setup
Admins will see a banner in the application notifying them of the upcoming changes.
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The banner includes:
Information about the new custom field.
A call-to-action to configure the migration option.
Actions required
Admins must:
Review Click the Configure the migration notification in the banneroption.
Choose whether If you’d like to proceed with automated updates to existing issue data, check the Yes, update them box. Be aware that this process may trigger automation rules or impact reports.
If you’d like to manage configurations manually, leave it unchecked.
What happens if you leave it unchecked?
Once the External Assets Platform goes offline on , you will lose all the asset data you stored in the old custom field. If you leave this unchecked, you will need to migrate this information one by one.
Step 2: Data migration
The migration involves :
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a utomatically mapping existing data from the deprecated custom field to the new custom field.
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Updating issue screens and schemes to include the new field.
Important notes
No manual action is needed for data transfer.
Screens and schemes will be updated to ensure the new field is visible and functional.
Step 3: Advanced configuration options
Admins can configure the new custom field as follows:
Define specific asset filters to display relevant data.
Customize visibility based on departments, teams, or asset types.
User responsibility
Admins must:
Update filter content manually to ensure the correct data is shown in the new custom field.
Choose the relevant filters from the configuration settings.
Example
If an admin wants to display only "Full-Time Employees," they must:
Select the appropriate asset type in the filter.
Save the configuration.
Limitations
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After configuring the migration option, the admin must install the new version of the application. The upgrade process involves moving from the current Connect App to the Forge-based application. When the admin upgrades to the Forge application, the migration process starts automatically.
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The admin will receive real-time updates on the migration progress. Once the migration is complete, all custom fields will be successfully transferred. The new custom field will be added to relevant screens and schemes to ensure visibility and functionality.
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Step 3: Optional configuration options
If you were using asset filters before, this is the steps you may want to follow to have this same functionality in the new custom field:
For example, you have a custom field called "HR assets". To make sure you can continue to use this custom field, we create a filter called "HR assets filter".
While the screens and schemes are automatically transferred, you need to do the Contexts yourself.
After the migration is done, the custom fields where you use filters may not work. To make sure they work, you need to perform three steps. 1) Go to Asset Navigator, find the asset filter, and check its contents and make sure they are what you want to have in this filter. 2) Go to Filter's settings, go to Viewers, and make sure My Organization is selected. 3) Go to Jira Settings > Custom fields, and find the specific custom field you want to edit the filter for. Click on the custom field, then select Contexts > Create, edit or delete contexts. Here, go to Custom field config, and click Edit custom field config.
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Here you will see three options. For Asset filter, select the filter we've automatically created for you. We create the filter, but updating the filter's context is up to the user. This is optional. When you select the asset filter, the custom field will only show the assets in that filter.
Then you can select Field type, which can be Single or Multiple choice.
You can also make this screen read-only by checking the box.
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If you don’t do this, the migration won’t be affected in any way. But you won’t be able to see the results you want in the custom field.
Keep in mind that, when you're creating a new filter and you want this filter to apply to the new custom field, you must select My Organization for Viewers. Otherwise, the filter won't work even if you select it on Contexts.
Adding custom fields to JSM portal
To add the custom field to the Jira Service Management portal, navigate to your service proejct's settings by clicking Project Settings on the side menu. You can add custom fields to different request types.
Under Settings, find Apps, and click Assets settings (AIP).
Here you see all the request types in your service project. Click the Edit fields button next to the request type you want to add the field to, and select the custom field you want. Click Save.
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The custom field now appear on the customer portal form under that request type.
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Here you can also chose to have asset informations displayed by checking the box “Display asset details in portal view”.
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Limitations
On the Jira Service Management customer portal form screen, the new custom field cannot be set as mandatory due to Atlassian platform limitations.
Field Order on Screens: The field position cannot be rearranged in the Jira Service Management portals.
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portal request type form screen.
Known issues
String vs. ID Values
In certain casesDue to Atlassian’s limitations, the custom field may display ID values instead of labels (e.g., showing "1" instead of "Employee"). This issue affects:
JQL queries. The query will work just fine, and the custom field on issue view will show the asset label as normal. However, the display on Issues query may confuse you.
Issue details in the history History panel. The changes related to the custom field will have the same issue under History. If you’re affected by this and would like us to consider adding a "Asset History Panel", please reach out to our support team so that we can prioritize.
