Pro Tips #71

Why Automation Rules Belong on Your Lansweeper & JSM integration Roadmap

When Lansweeper feeds Jira Service Management Assets, you unlock something bigger than inventory data in JSM, You now have a reliable source for automation. In this post I’ll explain why that matters and show a common example to get you started.

Why use Atlassian Automation rules with your asset data?

1. Shrink the gap between detection and actionWithout automation, teams put details into a ticket, route it, and hope it moves. That handoff wastes time, introduces errors, and tanks cycle times. Asset driven rules turn detection directly into work with ownership, priority, and context.
2. Make decisions consistent (and auditable)Rules don’t forget. If a server is defined as critical infrastructure or a device lacks EDR, the same escalation and SLA apply every time. You get consistent outcomes and a clean audit trail.
3. Prove value in numbers that leaders care about
   You can measure and show: fewer stale devices, faster patch cycles, licenses reclaimed, fewer policy exceptions. Automation turns CMDB data into hard ROI.
4. Scale without adding humans
   As your team grows, automation rule driven triage and routing keeps pace. You don’t need a bigger team, your playbook runs itself.

What makes Lansweeper & JSM Assets a strong foundation?

• Depth & Accuracy: Lansweeper discovers everything on the network in your environment, including IT, OT, and IoT
• Structure & relationships: JSM Assets gives that data shape (object types, attributes, relationships), so Automation can query it reliably with Assets Query Language or AQL for short.
• Built in execution: JSM Automation allows asset data to be included into scheduled jobs, tickets, comments, and notifications no extra platform required.

Example: Employee Off boarding

Why this example?

It’s universal, every organization on occasion will need to off board an employee. As an added bonus, This use case is also cross functional usually involiving IT, Facilities, and HR. Most importantly this allows you to reduce risk reduction, asset recovery, license savings, audit readiness.

The outcome we are working toward

When an Offboarding request is created, JSM should automatically:

• Find all devices assigned to that user
• Add a comment with details about the assets the offboardinguser has assigned to them

In this Pro-Tip we are focused on the Automation Rule configuration. You’ll need to create a Request Type for Offboarding and use this as the trigger for the automation rule.

Automation Rule Steps

Navigate to Global Automation and select create rule.

You will need to adjust your rule to be Global Scope in order to use the Branch function

Step 1: Add Trigger [Work Item Created] with condition applied [Work Item fields Condition]. In your Condition configure to ensure the Request type equals your employee offboarding Request type in JSM

Step 2: Add an Action [Lookup objects]

Select your Lansweeper Assets Schema (LS V2 in our example)

Search objects “User”={{Issue.Employees}}

You’ll need to adjust the AQL query to reflect what field your offboarding user is stored in, in our example this field is called “Employees” , your environment could be different

Step 3: If Block [Smart Values condition]

First value: {{lookupObjects}}

condition: does not equal

second value: NULL or Empty

Step 4: Action [Edit work Item]

Reporters Assets: Key IN ({{lookupObjects}})

Reporter Assets is a custom field with no filter that shows all assets in the schema. This will update the assets custom field with all assets owned or assigned to the user.

Step 5: Action [Comment on work item]

Comment:

The following assets have are assigned to the user and need to be retrieved
{{#lookupObjects}}
- Asset Name: {{Name}} {{Model.Name}}
{{/}}

This will add a line item in the comments box for all assets assigned to the user.

Benefits of using this Automation Rule in your environment

• Risk: Reduces data exposure from unreturned equipment
• Cost: Drives license and hardware recovery automatically
• Speed: Cuts days of email chasing down to minutes of automated routing
• Compliance: Produces a clean trail for audits (who had what, when it was recovered)

Next Steps

This example was very basic and shows you the power of JSM Automation rules powered by assets. As a next step in your Lansweeper & JSM Assets roadmap journey consider other use cases or build on this use case (consider adjusting the automation rule to add subtasks for each asset that needs to be recovered so that they can be tracked seperatly)