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Table of Contents

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Go to “General Settings / Assets search” to configure connection with Assets:

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Click the “Configure now” button and fill in the Email and API Token fields:

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When fill both fields in, the “Save Configuration“ button will be enabled and if the credentials are correct, you will see the success message:

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You can refresh the connection status by clicking the “Refresh status“ button.

If the credentials are incorrect, you will see the corresponding notification:

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You can also delete the connection by clicking the “Delete configuration” button after clicking the “Edit Configuration” and by confirming the deletion in the confirmation popup:

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After the connection is successful, you can start configuring the Asset search field by clicking “+Add Asset search field“ button and defining the parameters.

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• Asset Search Parameters & Scope

  • Active/Inactive (toggle)

    • Switch this toggle to show or hide the search field on the Customer Portal.

  • Name (mandatory)

    • Choose a name for your Asset search field. The name will be visible above the search field on the Customer Portal.

  • Project (mandatory)

    • Select the project, in the requests of which the Asset search field should be visible.

  • Issue Types (mandatory)

    • Select the Issue Type(s), where the Asset search field should be visible. The list of the Issue Types is defined by the selected project above.

    • If you remove a project from the configuration, the corresponding Issue Types will be cleared.

  • Request Types

    • Select the Request Type(s), in which the Asset search field should be visible. The list of the Request Types is defined by the selected Projects and Issue Types above.

    • If you remove a project or issue type from the configuration, the corresponding Request Types will be cleared.

    • If the Assets field is added to any Request Type in the Jira configuration, you cannot add such a field into the configuration of the app. If you need to use the field from the app, please remove it from the selected Request Type in Jira.

    • You can configure only one Asset search field with the same request type. If the Request Type is selected in the configuration of one Asset search field, if you try to configure another field with the same request type, you will see the corresponding error message upon saving the configuration and the field configuration will not be saved:

      

• Assets Display Settings

  • Display Name

    • Choose a name for your Asset search field. The name will be visible above the search field on the Customer Portal.

  • Description

    • Add a description for your Asset search field. This description will be visible under the search field on the Customer Portal.

  • Linked Jira Asset Field (mandatory)

    • Choose the Asset custom field that should be shown on the Customer portal and where the searched object will be selected after the creation of the request. The dropdown will show all the Asset fields in the JSM. The Asset field must be associated with the create and edit issue screens of the selected projects' corresponding issue type(s).

  • Display and search across these attributes in the custom field

    • Select the attributes that should be displayed on the Customer Portal in the Asset Info Sheet for the searched object. The list shows the attributes selected in "Allow search filtering by these attributes" in the Assets custom field configuration in Jira.

    • When you click in the field for the first time it might take few seconds until all the attributes are loaded.

    • Even if not selected, the Label attribute and the object key will always be visible on the Customer portal.

  • Fields display ordering

    • Here you can arrange the order of the attributes that were selected in the field above (“Display and search across these attributes in the custom field”).

      

  • Field can store multiple objects (toggle)

    • Select this toggle only if the “Field can store multiple objects“ option in the Asset field configuration is selected.

    • If The the toggle is not activated, it will be possible to select only one Asset object in the field (radio button):

      

  • Default Response

    • Select the attributes that should be displayed on the Customer Portal in the Asset Info Sheet for the searched object. The list shows the attributes selected in "Allow search filtering by these attributes" in the Assets custom field configuration in Jira.

  • Use Default response and hide from portal (toggle)

    • Hide this field from the request form. It will be visible in the issue view, and pre-field with the value you field here.

  • Required (toggle)

    • Make this field mandatory for requests in the Customer Portal.

  • + Add another field

    • You can add more than one Asset search field (up to 20). If you try to add more than 20 files, the “+ Add another field“ button will be disabled and you will see the corresponding notification:

      

    • You can also add dependent (cascading) fields, using filter scope (AQL) in the Jira custom field configuration.

After all the mandatory fields are filled, you can add another Assets field by clicking the “+Add another field“ button or click the enabled “Save Configuration“ button to save the field:

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If you decide to add another field, a new section will appear with the same fields (if the mandatory fields are not filled, the section will be red in color):

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Clicking anywhere on the field box will expand the fields that need to be filled.

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To delete the section, use the “delete“ icon on the right side of the section. You will see the confirmation popup:

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1. Create an Assets custom field “Country“ with the following Filter Scope (AQL):

   1. obectType = Country

2. Create an Assets custom field “City“ with the following Filter Scope (AQL) and Filter issue scope (AQL):

   1. Filter Scope (AQL): objectType = City

   2. Filter issue scope (AQL): object HAVING outboundReferences(objecttype = Country AND objectId IN (${customfield_10182${0}}))

      1. where customfield_10182 is the ID of the Country custom field

3. Create a Request Types for countries (e.g. “Request for USA offices“)

4. Go to the Better Search app, create an Asset search field, and define the Project and the Request Type for a certain country.

5. In the Assets Display Settings, add 2 fields:

   1. For Country

      1. Fill the mandatory and optional fields (if needed): Display name, Placeholder, and Description.

      2. Select the “Country” custom field in the Linked Jira Asset Field.

      3. Select an attribute in the “Display and search across these attributes in the custom field” (e.g. Label)

      4. Select the default response for the Request Type (e.g. USA)

      5. Toggle the “use Default response and hide from portal“ on.

   2. For City

      1. Fill in the mandatory and optional fields (if needed): Display name, Placeholder, and Description.

      2. Select the “City” custom field in the Linked Jira Asset Field.

      3. Select an attribute in the “Display and search across these attributes in the custom field” (e.g. Label)

      4. Leave the default response empty.

      5. Leave the “use Default response and hide from portal“ toggle off.

      6. Toggle “Required“ if needed.

6. Save configuration.

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As a result, while creating a request in the “Request for USA offices” request Type, the customer will see only one Asset field (City) with the cities related to the USA Obejct Object Type:

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You can add up to 20 cascading fields with various relation relations between each other.

When the field is added, you can see it in the list under “Assets search” from the left menu:

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From here you can view the name and status of the field and the user who created it. You can go to the configuration of the field by clicking the “Edit“ button, or delete the field by clicking the “Delete“ button. You will see the confirmation popup and the notification in the bottom left corner of the screen when the field is successfully deleted:

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Assets search on the Customer Portal

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Info
For the customer users, the object icons cannot be visible due to the permission limitations. The customer users will see the default object icons: Image Added

By checking the checkbox, you can select the object(s) in the field:

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After the successful creation of the request, the Asset custom field will be filled with the selected Assets object(s). You can view the selected Assets objects in the registered request and also view the details of the selected object by clicking the downward arrow along the object:

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If the “Copy to Summary” option is was selected, upon creating the request, the selected object names will be copied into the Summary, separated with commas:

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You can also enable reselecting the Assets objects from the customer portal. To do so, go to the issue view of the corresponding issue and click the “Better Search for Customer Portal” section in the sidebar:

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Here, you will see the “Open customer edits on this form“ toggle, by turning of which on will make the Assets objects reselectable in corresponding request on the Customer Portal:

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Once you reselect the object, the fields will be closed for edit until they are opened again with the abovementioned method.