Asset Custom Field migration

Atlassian has announced the deprecation of its External Assets Platform, with a complete shutdown scheduled for 31 Dec 2024. 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.

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.

Migration steps

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:

1. Click Configure the migration.

2. 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.

Step 2: Data migration

The migration process automatically maps existing data from the deprecated custom field to the new one.

Process:

1. Select your migration path – The administrator needs to acknowledge the migration process to start the process.

2. Upgrade the application – Install the new Forge-based version of the app.

3. Migration begins automatically – When the admin upgrades to the Forge app, the migration starts automatically.

   

4. Monitor progress – Real-time updates will be displayed during the migration.

4. Completion – Once the migration is complete, the new custom field will be added to relevant screens and schemes for continued functionality.

   

Step 3: Filter configuration

Once the migration is complete, check the configuration of your old custom fields. If you use filters in the custom field and would like to continue using them in the new custom field, you’ll need to reconfigure the filters and assign them to the new custom field.

To check if your custom field has any filters, follow these steps:

1. Go to Jira Settings > Issues > Custom Fields.

2. Find the old custom field, and click on its name. A window appears.

   

3. Select Contexts > Create, Edit, or Delete Contexts.

4. Check the Filters section to see if your custom field uses filters.

   

Regardless of whether you use a filter in the custom field context, we create a filter in AIP for each migrated asset custom field. The filter is named [customFieldName] (Ext) - System Asset Filter and is initially empty.

(OPTIONAL) If you want to continue using the filter(s) in the new custom field, follow these steps:

1. Review and update filters:

   • Go to Asset Navigator, select the automatically created filter from the Filters dropdown, and add the assets you want to it.

   • Under Filter Settings > Viewers, make sure My Organization is always selected. Otherwise, you won’t be able to use this filter in the new custom field. You can change the configuration here by clicking Edit filter.

     

2. Update custom field Contexts:

   • Go to Jira Settings > Issues > Custom Fields.

   • Find the new custom field, then select Contexts > Create, Edit, or Delete Contexts.

     

   • Edit the context settings and select the Asset filter you’ve created in the first step.

     

   • Choose the Field type (Single or Multiple choice).

   • Optionally, you can make this field read-only. If this option is selected, users won’t be able to edit the custom field’s value. Other AIP operations can edit the field. You can use this if the field value is set by a script or a post function.

   • Click Submit.

Adding the new custom field to Jira Service Management (JSM) Portal

To display the custom field on the JSM portal:

1. Navigate to Project Settings in your service project.

2. Under Apps, click Assets settings (AIP).

3. Locate the request type where you want to add the field and click Edit fields.

   

4. 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.

• 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.