Think Outside the Laptop: Using Assets for HR Use Cases
As organizations modernize their operations, many overlook a powerful capability within Jira Service Management (JSM): Assets. While traditionally seen as an ITSM function for managing hardware and software, Assets plays a pivotal role in deploying a modern HR Service Management (HRSM).
In this blog, we’ll explore how Assets can be applied to HR use cases, how to structure employee and identity data, and how having HR data in Assets can supercharge automation and employee experience.
Pro tip: If you’re not yet using Assets, make it a priority for H2 2025. Once you see what’s possible, you’ll wonder how HR Service Management ever worked without it.
Why Use Assets for HR Service Management?
Many organizations already rely on JSM for ITSM. By having HR data in Assets can support both ITSM and HRSM use cases.
Common HRSM Use Cases Enabled by Assets:
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Onboarding & Offboarding
Trigger checklists, provisioning, approvals, and device assignments based on employee attributes.
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Employee Change Management
Automate tasks for role/title/location changes, and notify impacted stakeholders.
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Leave Requests & Approvals
Use employee-manager relationships in Assets to auto-route approval flows.
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Access & Entitlement Management
Manage group memberships, software licenses, and permissions based on job role.
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Employee Lookup & Ticket Routing
Route requests to correct queues (e.g. by location, department) and enable HR agents to look up employee records in context.
Step 1: Bring Employee Data into Assets
Start by importing your employee data from your HRIS into Assets. Each employee becomes an object that can power automation, ticket context, and workflow logic.
Suggested Attributes for the Employee Object
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Employee Name
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Hire Date
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Department
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Cost Center
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Title
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Location
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Manager Name
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Email Address
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Employee ID
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Employment Type
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Employment Status
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Termination Date
💡 Pro tip: Use references to link departments, locations, and managers to other object types. Map employees to Jira users for advanced user assignments.
Key Benefits of Using Employee Data in Assets
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Smarter ticket routing based on up-to-date HRIS attributes
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Automation triggers on key changes (e.g. title or location updates)
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Approval routing based on reporting structure
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Data consistency across onboarding/offboarding workflows
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Improved agent experience with centralized employee profiles
🔝 Top 10 HRIS Systems to Connect with Assets
Use OnLink to automate data sync and eliminate manual CSV uploads:
(For the complete integration list, visit this link.)
Step 2: Import Identity Manager Data into Assets
To support access and entitlement workflows, you’ll want to import data from your Identity Provider (IdP) or access management systems.
User Object
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Username / UPN
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Employee ID (for reference)
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Linked Jira User
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Status (Active/Disabled)
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Associated Groups/Roles
💡 Pro tip: You can use one employee object that has both HR data and Identity manager data. Please ensure you have unique identifiers that map to HRIS and Identity Manager. OnLink supports synchronization to one Employee schema from multiple sources.
Group Object
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Group Name
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Description
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Group Type (e.g., Security, Distribution, Dynamic)
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Linked Systems (e.g., AD, Okta)
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Auto-provision Rules
Role Object
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Role Name
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Business Unit or Department
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Level (e.g., Manager, Analyst, Intern)
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Default Group Assignments
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Required Licenses
License Object
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Software/Product Name
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License Type (Named, Concurrent, Enterprise)
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Expiration Date
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Assigned To
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Cost Center
Benefits of Using Identity & Access Data in Assets
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Automated provisioning of access and software based on role or department
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Streamlined approvals for license or group requests
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Access reviews made easier by referencing Asset data in workflows
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Termination workflows that revoke access and remove group assignments automatically
🔝 Top 5 Identity Management Providers for Assets Integration
(For the complete integration list, visit this link.)
Special Integrations That Make Assets Even Smarter
CDW to Assets
Enterprises using CDW for IT procurement can auto-update Assets when devices are provisioned, using webhook events. Documentation Link.
Intune to Assets
With OnLink, Intune device data can be imported to Assets without any on-prem connectors. Fully cloud-native. Documentation Link.
Kandji to Assets
For Apple-centric environments, Kandji data provides rich visibility into Mac devices, synced directly into Assets. Documentation Link.
Jamf to Assets
Import devices, applications, users and other attributes from Jamf to JSM Assets. Documentation Link.
One App for All HRSM Asset Integrations
You don’t need middleware, multiple marketplace apps, or DIY scripts. You may find multiple solutions and ways to do synchronize with assets but OnLink enables you to bring together all in ONE application. yes ONE.
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HRIS data (Workday, BambooHR, SAP, etc.)
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Identity & access data (Okta, Azure AD, etc.)
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Device & procurement data (Intune, CDW, Kandji, etc.)
All flowing seamlessly into Assets, powering workflows, automation, and insight.
Put Assets to Use Today
Assets isn’t just for IT anymore. When used thoughtfully, it will help deliver a best in class HR Service Management in JSM. Whether you’re managing onboarding, offboarding, access control, or employee changes, Assets brings structure, visibility, and automation.
If you’re ready to get started on HR Service Management in Jira Service Management, now is the time to make Assets + OnLink your new foundation. Give it a try and let us know your feedback.
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Prabhu Palanisamy _Onward_
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