How do I prepare to use Data Manager?

Assets Data Manager for Jira Service Management Cloud is currently rolling out in Open Beta and will be available to all Premium + Enterprise sites by end of October 2024.

What do you need to do?
- Step One - Decide on the tools
  - Other notes about CSV file collection
  - File Format Details
- Step Two - Decide on your scope and filtering requirements
- Step Three - Where can the “Adapters client” & “Cleanse and Import client” be installed?
  - Data Updates
- Step Four - Time to get either the data and/or credentials
  - Suggested fields for different data source types for CSV files

To get your Data Manager up and running smoothly, you'll need to follow these key steps to prepare your system and data for integration.

Steps to Follow:

Choose the Tools to Connect
Define Your Scope and Filtering Requirements
Install the Necessary Clients
Gather Data and Credentials

Step One - Choose the Tools to Connect

Start by selecting the tools you want to integrate with Data Manager. Limit your initial selection to five tools; you can add more later.

Check if any tools have pre-existing connections. Review this list for details on available connections and what information you’ll need from each tool’s Subject Matter Expert (SME).

Coordinate with each SME to obtain either a comma-separated file (CSV) or specific connection details (like API or database information).

Other notes about CSV file collection

File Format Details	Response
If using a Flat File, what information should be in the file?	For example, let’s say we're focusing anything with a computer/virtual machine comparison type where you’re checking the coverage between tools. The Flat File should contain one row for each end-point (computer, server, mobile, etc.). The columns would contain the standard information that you might look at when buying a laptop (e.g., serial number, operating system, RAM, disk space, etc.).
What filters should be applied?	Get an unfiltered extract from the tool. Then, you can perform the filter in Data Manager. Once done, you can check for things like if a status is set incorrectly, which would normally filter out a record from an Asset Management system. If this data is included, Data Manager can show that the record exists with the wrong status.
What key detail in the format is required?	It must be a flat file, eg comma separated (CSV) or text (txt). It cannot be an Excel or a Google Sheet etc. A header row is useful, and can be used when setting up to simplify creating attributes. Any date needs to be in the same format per flat file (e.g. dd-mmm-yy). For example: you can’t have a few rows where time is also present. If data has spaces, there needs to be a qualifier (eg wrap columns with ““. Any qualifier can be used but you need to know what it is. No blank rows before the end of file.

File Format Details

Response

If using a Flat File, what information should be in the file?

For example, let’s say we're focusing anything with a computer/virtual machine comparison type where you’re checking the coverage between tools.

The Flat File should contain one row for each end-point (computer, server, mobile, etc.).

The columns would contain the standard information that you might look at when buying a laptop (e.g., serial number, operating system, RAM, disk space, etc.).

What filters should be applied?

Get an unfiltered extract from the tool. Then, you can perform the filter in Data Manager. Once done, you can check for things like if a status is set incorrectly, which would normally filter out a record from an Asset Management system.

If this data is included, Data Manager can show that the record exists with the wrong status.

What key detail in the format is required?

It must be a flat file, eg comma separated (CSV) or text (txt). It cannot be an Excel or a Google Sheet etc.
A header row is useful, and can be used when setting up to simplify creating attributes.
Any date needs to be in the same format per flat file (e.g. dd-mmm-yy). For example: you can’t have a few rows where time is also present.
If data has spaces, there needs to be a qualifier (eg wrap columns with ““. Any qualifier can be used but you need to know what it is.
No blank rows before the end of file.

Step Two - Define Your Scope and Filtering Requirements

Understand the data coverage of the tools you plan to integrate into Data Manager.

For example, if you're using Active Directory (AD), you need to know how many AD domains your organization has and ensure they align with your ITSM tool, which might cover all domains.

For IT Asset Management (ITAM) solutions, determine what types of endpoints are relevant (for example, laptops, servers) and ensure they match across systems. If your ITAM solution tracks non-computer assets like chairs or desks, you'll need to set up filters in Data Manager to exclude these items, keeping the scope consistent with other systems.

Understand the criteria each system uses to classify data as active or stale. For example, Active Directory might consider data stale if it's over 90 days old, while another tool might have different criteria. Know these rules for each system to ensure accurate data integration. You may need to engage with the tool SME to understand the details.

Step Three - Install the Necessary Clients

You need two apps: the Adapters client and the Cleanse and Import client. Here's how to set them up:

Adapters Client: Install this locally on a machine or server within your environment. You can download it via the Atlassian Marketplace. Having the machine in your local environment limits the security exposure between data sources and the internet. The local server will need to be able to see each of your data sources and your Jira Service Management Assets instance. Without the local server, all data sources would be exposed directly to the internet.
Cleanse and Import Client: This client should be installed on your local machine or server. It cleanses and imports data before sending it to the Assets Data Manager. This can also be found in the Atlassian Marketplace - . If you're using API or database connections, this client ensures data can be refreshed automatically according to your schedule.

The Adapters Client and Cleanse and Import Client are bundled together on the Atlassian Marketplace download.

When running jobs from the Adapters client and the Cleanse and Import client, you'll need your Token and workspace-ID. You can generate these tokens by:

Navigate to your service project and go to Assets > Global Configuration.
Select the Data Manager tab.
Select the token you want to generate.

Note - the Adapters & Cleanse and Import client tokens are different but created from the same location. The workspace-ID is the same for both clients.

Step Four - Gather Data and Credentials

Connect with your SMEs to obtain database access, API details, or prepare your flat files.

Some out-of-the-box Adapters are ready for Data Manager. The Adapters page provides detailed information on each Adapter, including connection requirements and the data attributes returned to Data Manager.

Suggested Fields for Flat Files

Here are some suggested fields for Flat files, which you can share with your SME as examples of what columns might be needed. The field names and availability may vary based on the tools in your organization. If Data Manager is used for asset or configuration item comparison, aim to include columns marked as "Required = Mandatory."

Asset Management

Attribute	Type	Example
AssetName	String	abc123
NumberofCores	Integer	4
FlatDomain	String	Airtrack.local
IPAddress	String	192.192.1.1
LastUpdatedDate	Date	12 August 2020
CreatedDate	Date	15 January 2019
UpdatedBy	String	<User Name or Load>
Location	String	Melbourne
Manufacturer	String	Microsoft
Model	String	Surface Pro 4
OperatingSystem	String	Windows 11
ServicePack	String	1501
ProcessorType	String	Intel
NumberOfProcessors	Integer	2
ComputerRole	String	Production
SerialNumber	String	3659834
AssetStatus	String	Active
TotalMemory	Big Integer	8096

CMDB (Jira Service Management Assets, ServiceNow etc)

Attribute	Type	Required
OperationStatus	String	Mandatory
Name	String	Mandatory
OS	String	Mandatory
Location	String	Mandatory
Manufacturer	String	Mandatory
ModelID	String	Mandatory
IPAddress	String	Mandatory
SerialNumber	String	Mandatory
SysUpdatedOn	Date	Mandatory
OSServicePack	String	Mandatory
CpuCount	Integer	Mandatory
RAM/Memory	Big Integer	Mandatory
CPU Type	String	Desirable
DiscoverySource	String	Desirable
FirstDiscovered	Date	Desirable
SysUpdatedBy	String	Desirable
AssignedTo	String	Desirable
ChassisType	String	Desirable
SupportGroup	String	Desirable
OwnedBy	String	Desirable
ManagedBy	String	Desirable
WarrantyExpiration	Date	Desirable

System Management or Patching tool (eg SCCM, BigFix etc)

Attribute	Type	Required
ChassisType	String	Mandatory
ComputerName	String	Mandatory
Domain	String	Mandatory
InventoryDate	Date	Mandatory
MachineID	String	Mandatory
Manufacturer	String	Mandatory
ModelNo	String	Mandatory
NumberOfProcessors	Integer	Mandatory
OperatingSystem	String	Mandatory
SerialNumber	String	Mandatory
LastLoggedOnUser	Date	Desirable
Full Operating System Version	String	Desirable
Operating System Build	String	Desirable
ServicePack	String	Desirable
TotalMemory	Big Integer	Desirable

Cyber / Security (eg Qualys, Crowdstrike, Rapid-7, MS Defender)

Compute Attribute	Type	Required
AgentLocalTime	String	Mandatory
AgentVersion	String	Mandatory
BiosManufacturer	String	Mandatory
ExternalIP	String	Mandatory
Hostname	String	Mandatory
FirstSeen	String	Mandatory
LastSeen	String	Mandatory
OSVersion	String	Mandatory
ProvisionedStatus	Date	Mandatory
SerialNumber	String	Mandatory
CPUCount	Integer	Mandatory
Status	Big Integer	Mandatory
SystemManufacturer	String	Desirable
Criticality	String	Desirable

Active Directory > Computer

Attribute	Type	Required
accountExpires	Date	Mandatory
cn	String	Mandatory
description	String	Mandatory
distinguishedname	String	Mandatory
FlatDomain	String	Mandatory
lastLogoff	Date	Mandatory
lastLogonTimestamp	Date	Mandatory
location	String	Mandatory
name	String	Mandatory
OperatingSystem	String	Mandatory
OperatingSystemServicePack	String	Mandatory
OperatingSystemVersion	String	Mandatory
QualifiedDomain	String	Mandatory
sAMAccountName	String	Mandatory
userAccountControl	String	Mandatory
whenChanged	Date	Mandatory
whenCreated	Date	Mandatory

Active Directory > Subnets

Compute Attribute	Type	Required
Name	String	Mandatory
Location	String	Mandatory
Description	String	Mandatory
Subnets	String	Mandatory

SolarWinds (Network object class)

Network Attribute	Required
SysName	Mandatory
LastBoot	Mandatory
LastSync	Mandatory
Location	Mandatory
NodeDescription	Mandatory
PolledStatus	Mandatory
Status	Mandatory
Vendor	Mandatory
DisplayName	Optional
NodeName	Optional
AgentPort	Optional
Category	Optional
Contact	Optional
CPUCount	Optional
CPULoad	Optional
Description	Optional
DNS	Optional
EntityType	Optional
IOSImage	Optional
IOSVersion	Optional
IPAddress	Optional
IPAddressType	Optional
IsServer	Optional
MachineType	Optional
MemoryAvailable	Optional
MemoryUsed	Optional
ObjectSubType	Optional
Severity	Optional
StatusDescription	Optional
SystemUpTime	Optional
TotalMemory	Optional

Note: If SolarWinds is also discovering Servers, then that information could also be put into the Compute Object.

User

User Attribute	Required
Employee ID	Mandatory
Full name	Mandatory
Title	Optional
First name	Optional
Middle name	Optional
Last name	Optional
Address	Optional
Phone	Optional
Mobile	Optional
Email	Mandatory
Alternate email	Optional
Job title	Optional
Employment status	Optional
Status	Optional
Work Location	Optional
Cost center	Optional
Manager	Optional

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