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Moving custom field data to system fields (Assignee & Status)

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This page is about Assets & Inventory Plugin for Jira DC. Using Cloud? Click here.

With the update to AIP v7.0, "Assignee" and "Status" have become default system fields. This guide explains how to move data from custom fields you might have been using to these system fields. We'll cover two scenarios: updating the "Assignee" and "Status" fields.

Step-by-Step Guide

Step 1: Select the Assets to Update

There are two methods to select assets for updating:

  • Via Checkbox: Manually select the assets using checkboxes and choose the Update Selected option from the Bulk Operations menu.

    image-20240417-184523.png

  • Via Filter: Use filters to select assets and then select Update All from the Bulk Operations menu.

Step 2: Choose the Field for Update

Once you've selected the assets, a pop-up window will appear. Choose the system field you want to update:

  • For Assignee: Select "Assignee (System)" from the list.

    Screenshot 2024-04-17 at 21.52.14.png

  • For Status: Select "Status (System)" from the list.

    image-20240418-191956.png

Click Continue to proceed to the field selection step.

Step 3: Specify the Data to Transfer

At this stage, specify the source from which the data will be transferred:

Assignee:

Important Note

If the assignee information in a text attribute does not correspond to a valid Jira username or user key, it will not be transferred and will be ignored during the update process.

  1. Choose Jira User Picker (Assignee) if the assignee data is currently held in a user picker field.

  2. Optionally, select By Another Text Attribute if your assignee information is stored in a text attribute.

Ensure the correct data source is selected for a smooth transition.

Status:

For Status, this section won't be applicable. You'll define the mapping between your custom list box options and the system fields (Status and Substatus) in Step 4.

Step 4: Update the Assets

Assignee:

Once the Assignee data source is configured:

  1. Click Update to apply the changes to the selected assets.

  2. Monitor the progress in the Bulk Operations Status pop-up window.

Status:

Here's how to define mappings for Status updates (this is not applicable for Assignee):

  1. Search for assets with the specific status you want to map (for example, Deployed).

  2. Click Update All from the Bulk Operations menu.

    image-20240418-193617.png

  3. Select Status (System), and click Continue.

    image-20240418-193643.png

  4. Choose the corresponding system field value based on your custom list box option (for example, In Use for Deployed).

    image-20240418-193659.png

  5. (Optional) If your custom list box has sub-statuses, select the corresponding sub-status value (for example, Available for Ready to Use).

    image-20240418-193315.png

  6. Click Update and monitor the progress in the Bulk Operations Status window.

  7. Repeat steps 1-6 for any other custom list box options you want to map.

Step 5: Verify the Update

After the process completes, verify that the data has been successfully moved to the system fields (Assignee (System) or Status (System)).

The process is completed, and the List Box (Status) field has been moved to Status (system) field. 

image-20240418-193900.png

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