Automation rules

Automation rules handle repetitive tasks automatically, improving efficiency and reducing manual effort. This guide explains how to configure and manage automation rules within Assets and Inventory Plugin for Jira Cloud.

Prerequisites

Before setting up an automation rule, ensure you meet the following requirements:

You must have Administrator permissions for the Assets and Inventory Plugin.
You can create a maximum of 50 automation rules.
If you plan to trigger a Jira automation webhook, you must first create a Jira automation rule. For more information, refer to the Jira documentation.
- To ensure the rule functions correctly, refer to the Important considerations.
- You can use dynamic variables to define an incoming webhook in Jira automation. Type asset. and select from the asset properties that are displayed. For example:

An asset has been {{webhookData.eventDetails.action}}. 
Asset: {{webhookData.asset.name}}
Action: {{webhookData.eventDetails.action}}
Performed by: {{webhookData.eventDetails.performedBy.displayName}}
Timestamp: {{webhookData.eventDetails.performedAt}}
Asset link: <{{webhookData.assetUrl}}|View details in Jira>

Assets and Inventory Plugin for Jira Cloud automation rule creation dialog

Configuration

Result

Important considerations

Automation rules in AIP are not triggered by Jira issues. Since these rules are asset-based, they cannot trigger Jira issue-related automation rules that rely on issue values (for example, assignee, triggered user, project, etc.).
- Refrain from using Jira Issue actions. AIP automation rules do not originate from Jira issues, so actions that depend on issue data will not work.
- Avoid using dynamic issue-related fields. For example, when selecting Create a new issue, you must specify a project explicitly. Choosing Same project will cause the rule to fail because it does not originate from an issue.
No issues from the webhook option must be selected for the rule to function correctly. If this option is not enabled, the rule will not work.

How to create an automation rule

Navigate to Settings > Automation Rules in the Assets and Inventory Plugin.
Click + Automation Rule. The New Automation Rule sidebar appears.

Step 1: Define the rule

Rule name: A default name is generated automatically, but you can modify it to reflect your needs.
Description (Optional): Provide additional details about the rule’s purpose.

Step 2: Select a trigger event

Choose one of the following triggers:
- Asset Created – Runs when a new asset is created. (No configuration needed.)
- Asset Updated – Runs when an asset is updated. (No configuration needed.)
- Asset Deleted – Runs when an asset is deleted. (No configuration needed.)
Click Next.

Step 3: Select an action event

After selecting a trigger event, choose an action:
- Trigger a rule automation webhook (Requires a Jira Automation Webhook URL.)
- Send Notification with Notifier by Appfire

Configure "Trigger a Jira Automation Webhook"

Make sure you have a Jira automation webhook set up.

If you haven't, set it up before proceeding.
If it's already set up, ensure that you’ve followed the instructions in Important considerations; otherwise, the rule won’t work correctly.

Copy the Webhook URL and Secret from Jira automation.
In the New Automation Rule page, enter:
- Jira Automation Webhook URL: Must start with https://api-private.atlassian.com/automation/webhooks/jira/a/.
- Secret: Enter the required secret key.
Click Save to finalize the rule.

Manage automation rules

Once created, automation rules appear in a table displaying:

Assets and Inventory Plugin for Jira Cloud automation rule activity dashboard

Name, Description, Creation Date, and Owner information
Status toggle (Enable/Disable)
Actions menu (…):
- Edit – Modify rule settings.
- Clone – Duplicates the rule with [CLONE] prefix in the title.
- Delete – Permanently removes the rule.

You can monitor automation trigger details, execution status, and more through Jira cog icon > System > Global automation.

Example use cases

Scenario: When an asset is updated, automatically create a Jira issue.

Webhook Configuration: The Jira automation rule creates an issue based on the asset update details.

Trigger Event: Asset Updated.
Action: Trigger a Jira automation webhook.