Atlassian has announced the deprecation of its External Assets Platform, 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, as a replacement.
This guide provides detailed instructions for migrating to the new solution, including essential steps, required actions, and key considerations to help you adapt effectively.
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Overview of changes
The External Assets Platform custom field will no longer be available.
A new Asset Custom Field is provided as a replacement.
Existing data will be migrated to the new custom field.
Some configuration updates, particularly related to asset filters, may be required.
Admins need to decide on the best migration approach for their organization and complete the necessary actions.
Migration steps
If you encounter any issues or have questions during the migration process, our support team is here to help. Contact us to get assistance and ensure a smooth transition.
Step 1: Notification and initial configuration
Admins will see a banner in the app notifying them of the upcoming changes.
The banner includes information about the new custom field, and a call-to-action to Configure the migration option.
📌 Actions required
Admins must:
Click Configure the migration.
Choose your preferred migration approach:
Automated updates – Check the box labeled Yes, update them to automatically update existing issue data. Note that this can trigger automation rules or impact reports.
Manual configuration – Leave the box unchecked if you prefer to manage configurations manually.
Important
If you leave the box unchecked, all asset data stored in the old custom field will be lost when the External Assets Platform is shut down on . Here is what you can do:
If you only have a small number of issues, you can update them manually.
For a large number of issues, we strongly recommend bulk updating. You can use a Jira automation rule to transfer values from the old (external) asset custom field to the new one. Or you can use a scripting tool such as ScriptRunner to perform this. If you need any assistance, contact our Support team.
Step 2: Data migration
The migration process automatically maps existing data from the deprecated custom field to the new one.
Process:
Select your migration path – The administrator needs to acknowledge the migration process to start the process.
Upgrade the application – Install the new Forge-based version of the app.
Migration begins automatically – When the admin upgrades to the Forge app, the migration starts automatically.
Monitor progress – Real-time updates will be displayed during the migration.
If migration fails:
In case of any failures, a summary of the affected components will be displayed for the administrator. Our engineers will either re-run the migration or guide you through completing the process. For assistance, contact our Support team.
Completion – Once the migration is complete, the new custom field will be added to relevant screens and schemes for continued functionality.
Step 3: Optional configuration for filters
This step is optional and depends on your requirements.
If you need to filter the asset information displayed in the custom field, provide the necessary filters and inputs.
If not, you can skip this step, and all assets will be listed by default.
Review and update filters:
Navigate to Asset Navigator, locate the automatically created filter, and verify its contents.
Adjust settings as needed under Filter Settings > Viewers, and make sure My Organization is always selected. Otherwise, you won’t be able to use this filter in the custom field.
(Optional) Update custom field Contexts:
This step is not mandatory and depends on your expectations. If you need to filter out the asset info presented in these custom fields, then you need to provide the filters and other inputs. If not, this is an optional step, and all assets will be listed.Go to Jira Settings > Custom Fields.
Find the relevant custom field, then select Contexts > Create, Edit, or Delete Contexts.
Edit the context settings and select the appropriate Asset filter.
Choose the Field type (Single or Multiple choice) and optionally make the field read-only.
Click Submit.
If you skip this step, the migration will still succeed, but filters may not function as expected in the new custom field.
Adding the new custom field to Jira Service Management (JSM) Portal
To display the custom field on the JSM portal:
Navigate to Project Settings in your service project.
Under Apps, click Assets settings (AIP).
Locate the request type where you want to add the field and click Edit fields.
Select the custom field and click Save.
The custom field now appears on the customer portal form under that request type.
Optionally, you can enable the Display Asset Details in Portal View checkbox to show asset information on the portal.
Limitations
The new custom field cannot be set as mandatory on JSM portal forms due to Atlassian platform limitations.
The position of the custom field on the portal form cannot be rearranged.
Currently, we are unable to automatically add our new custom fields to the corresponding screens for team-managed projects. Therefore, for these projects, administrators must manually add the custom fields to the relevant screens.
Known issues
String vs. ID values
Due to Atlassian limitations, the custom field may display ID values instead of labels (for example, showing 1 instead of Employee). This issue affects:
JQL queries – The query will function correctly, but the Issues view may show IDs instead of labels.
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History panel – Changes in the custom field will also display IDs instead of labels in the issue History tab. If this affects your workflow, contact our support team to discuss adding an Asset History Panel to improve usability.
