How to Automatically Populate Asset Field Based on Custom Field Value in JSM?

[Bharat Kumar Bondalapati]

Hi Community,

I'm working with Jira Service Management and trying to set up an automation that links a custom field with an Assets field. Here's the scenario:

I have a custom field called "Company Name" (type: Text Field Single Line or Select List — whichever works best).

I also have an Assets field (Insight/Assets field) named "Company Information", which pulls data from an object schema called "Companies".

Each object in the schema represents a company and includes attributes like:

Name (e.g., Acme Corp)
Address
Contact Person
etc.

Goal:
When a user selects or enters a value in the "Company Name" field on the request form or issue view, I want the "Company Information" Assets field to automatically populate with the matching object from the "Companies" schema where the object Name equals the value in "Company Name".

What I've Tried / Looking For:
I want to achieve this using Jira Automation, but I'm unsure how to:

Use the value from the "Company Name" field as a dynamic lookup.

Set the "Company Information" Assets field with the corresponding object.

Is there a way to:
Use an Automation Rule with a Smart Value or AQL query to match the "Company Name" input with an object?

Automatically update the "Company Information" field accordingly?

Any examples of similar automation setups, smart values, or best practices would be greatly appreciated.

Thanks in advance!

[arielei · Accepted solution]

Hey @Bharat Kumar Bondalapati 

Why not try a different approach?

Instead of having a CF "Company Name" as a Free Text or Single Choice - why not have it as Asset object and set it to the correct object scheme and let the user select the company.

Then you can show all data of that object.

[Bharat Kumar Bondalapati]

Hello @arielei 

I would have done that but issue is that CF "Company Name" is being used by other projects since inception. Changing it to Asset object would require additional work.

[arielei]

Hey @Bharat Kumar Bondalapati 

I would do the following:
1. Add a new CF of type Asset Object named "Company Name Assets" to the projects you want.

2. Run a filter for Company Name = "COMPANY NAME"  and do a bulk edit to add the value to "Company Name Assets". 

3. Repeat A.I 2 for all values (Company Names)

Post Run:
1. Remove the CF "Company Name"

2. Rename the CF "Company Name Assets" -> "Company Name"

Let me know if that works, if not i can give you a solution as you want, but my opinion is to let people select the object themselves.

let me know.

Ariel

[Bharat Kumar Bondalapati]

Hello @arielei 

This is good solution I would say but the issue is we have precisely 357 names and this would be tiresome and hence we are looking the other way to populate Asset Field based on Custom Field value.

[arielei]

Hey @Bharat Kumar Bondalapati 

So you can create a manual automation:

1. Trigger = manual

2. Get the value of the Company Name CF into a var

3. Do IF-Else on each value that can happen and then set the asset in Company Information.

This should also work.

[Bharat Kumar Bondalapati]

Hello @arielei 

Could you please help me with the automation at If-Else level using var and use it to set value of asset? It would be helpful for me as I am completely new to assets in Jira.

[Marc - Devoteam]

Hi @Bharat Kumar Bondalapati 

Yes it's time consuming, but this is a solid solution.

Your solution would be way more intensive to keep in line.

You would always need to to update the single select field with a new option and on the Assets side, update the automation.

and it's bound to fail some time, due to typo's in any or both sides or even not updating one of the sides, etc..

If you do the step suggested by @arielei once, you will be set for the future with a solid solution.

[arielei]

Hey @Bharat Kumar Bondalapati 

See this simple automation:

First:

set the JQL to one work-item like: Key = "WORK ITEM KEY", if it works, set a general JQL for all the work-items you want.

Second:

Create a Var to fetch the Company Name

Third:

Fetch the object to a var

Forth:
set the object in the CF of the issue

Hope that helps.

Ariel.

[Bharat Kumar Bondalapati]

Thank you @arielei This worked buy took lot of time to have the data under "Company Name" and set it as Asset field.

[Marc - Devoteam]

Hi @Bharat Kumar Bondalapati 

As suggested by @arielei this is the solution, keep it simple.

The way you suggested just creates overhead with an extra field and would require automations to achieve this.

while the solution to just use the assets field will solve the issue right away.