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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:

  1. Choose the Tools to Connect

  2. Define Your Scope and Filtering Requirements

  3. Install the Necessary Clients

  4. 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.

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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