2 different ways to manage the external Identifier
- Pio
In this guide, we will discuss two different ways of configuring the external identifier of the import settings for JSM Assets.
Current Status
Our applications are designed according to Atlassian’s API guidelines. Atlassian expects complete control of the schema to be in the power of our applications. This requires the object schema, object types, attributes, relations, and their mapping to be managed by our applications.
In principle, our applications use the ID of each record as it is defined at the source. The main reason for this configuration is to ensure that you always have the same data in Asstes as the source. For example:
Source | Object Type | Identifier |
|---|---|---|
Entra ID | Users | User ID |
Intune | Managed Devices | ID |
Jamf | Computers | Computer ID |
Current Experience:
Most source systems don’t provide information when a record is deleted. Therefore, we recommend configuring the Assets to recognize missing records (objects). Please refer to the documentation for more details: Keeping track of the deleted records
The default behavior in this case is as follows:
At the source (i.e., Intune/Jamf, etc.), a laptop is defined.
The record is imported into Assets with the help of our application.
An employee leaves the organization, and the laptop is formatted/wiped/reset by the source (i.e., Intune/Jamf, etc.)
The laptop record has been deleted from the source.
A new laptop record is created at the source with a new ID and the same Serial Number.
With the next import, a new object is created for the device since the ID is different for the new record.
As a result, there will be 2 records with the same serial number. One of them will be new, and the other one will be marked as “deleted” if the settings are performed as explained in the guide.
Alternative Way:
Sometimes, organizations would like to see only one device record in JSM Assets for each serial number or one employee record for an employee id/number. This is also possible with the help of Assets Import Mapping configuration. You can follow the steps below:
1- Go to the following path:
Your JSM Site > Assets > Your schema > Schema configuration > Import tab > Edit mapping (for your import setting) > Edit attribute mapping (for the object type you would like to modify)
2- Find the custom unique identifier you would like to use (I.e. Serial Number, Employee ID/Number, etc.) in the list.
3- Enable the checkbox on the first “Identifier” column for the attribute
4- Disable the checkbox for the default identifier that was defined by our application
This is a quick and short update. After these settings, with the following import, you will find the existing records being updated according to the new identifier. Please also take note of the following pros and cons of these 2 different approaches below:
| Default Identifier (ID) | Custom Identifier (Serial Number, Employee ID, etc.) |
|---|---|---|
Pros | Historical data and current data in the same Object Type. Possible to export historical activities to excel for records or create reports for audit purposes. Upcoming schema versions will be using the same setting. Upgrades will be seamless for our applications. | One record gets updated continiously (for a device or employee, etc.) |
Cons | There will be multiple records for a deleted and recreated record (can be perceived as duplicate records). To view the current status, a filter needs to be used in custom fields, automation or object view. Example AQL: | Not possible to export historical activities to excel for records or create reports for audit purposes. To view a record history, users need to review each record one by one and check the activity tab. Upcoming schema versions will be using the default settings. After each upgrade Jira Admins need to update the identifier again manually. It is important to note all manual changes in a change log so that this important item is not forgotten. This could result creation of dublicate records in JSM Assets. |
Please also don’t forget to remove the duplicate records in Assets having the same serial number.
You can also set your attribute as unique. Here are the steps:
Go to Your JSM Site > Assets > Your schema
Select the related object type
Select attributes tab
Click the three dots at the right side of the attribute (i.e. Serial Number) and select configure
Enable the unique configuration
This way, you will be sure that via import or manual entry no duplicate records are created.
And finally, remove the uniqueness setting from the default identifier attribute (if exists).
Please let us know if this helps.
Thank you