How to Simplify On-boarding and Off-boarding with JIRA Table Grid Editor

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While existing asset management platforms are powerful, they are also expensive, hard to use, and bloated with features. Whether it’s a trouble ticket, a new hire requisition, or a purchase order, JIRA + the Table Grid Editor makes it easy to build an effective history on every asset. Use JIRA’s powerful workflow functionality and the Table Grid Editor’s flexible tables for perfect customization of your specific asset management process.

You may use the Table Grid Editor to create an on/off-boarding application with asset management. 

The use case is as follows

  1. The service desk receives a request to board a new staff member
  2. The service desk member (John) creates a new issue of type ‘Staff’
  3. He/she enters the required fields such as name, function address, and so on from the request
  4. When the data is reviewed, the issue progressed into the status ‘Onboarding’
  5. John selects the appropriate onboarding list from a list of options
  6. The onboarding action grid is automatically initialized with the appropriate actions – all in status open
  7. John can now keep track of items that need to be configured, and or assign actions to other people on the team
  8. Once all actions have been completed, John progresses the status of the issue to ‘Active’
  9. The day the new staff member starts, all equipment is ready. For each asset, a new asset record is registered.

Configuration details

1. Lookup tables

  • Boarding lists

The boarding list allows grouping activities per function/department…
Setting up the lookup list allows limiting the options when entering data

gd.columns = listname
gd.tablename = boardinglist
gd.ds = jira
 
col.listname= List name
col.listname.type = string
col.listname.required = true
  •  Boarding actions

The boarding action list all actions that should be taken when onboarding or offboarding a staff member.

gd.columns = isummary, respgroup,  iphase
gd.tablename = boardingactions
gd.db = jira
 
col.isummary = Action summary
col.isummary.type = string
col.isummary.required = true
 
col.respgroup = Responsible
col.respgroup.type = list
col.respgroup.list.size = 3
col.respgroup.name1 = IT
col.respgroup.name2 = HR
col.respgroup.name3 = Fac
 
col.iphase = Phase
col.iphase.type = list
col.iphase.list.size = 3
col.iphase.name1 = Always
col.iphase.name2 = Onboarding
col.iphase.name3 = Offboarding
col.istatus.defaultValue = Open

 2. Issue grids

  • Onboarding grid

The onboarding grid lists all the actions to be completed to have this staff fully equipped.

gd.columns = isummary, iassignee, istatus
gd.tablename = onboarding
gd.ds = jira
 
 
gd.query = select isummary from boarding_d1 where (listname = {0} or listname = 'General')  and iphase = 'On' order by isummary
gd.query.columns = isummary
gd.query.parameters = customfield:13091
gd.query.ds = jira
gd.query.keepOnRefresh = Modified
 
  
col.isummary = Action
col.isummary.type = string
col.isummary.editable = false
 
col.iassignee = Responsible
col.iassignee.type = list
col.iassignee.query = select pu.display_name, pu.user_name FROM cwd_membership pm inner join cwd_user pu on pm.child_name = pu.user_name where parent_name = 'jira-administrators'
col.iassignee.query.ds = jira
 
col.istatus = Status
col.istatus.type = list
col.istatus.list.size = 2
col.istatus.name1 = Open
col.istatus.value1 = O
col.istatus.name2 = Done
col.istatus.value2 = D
col.istatus.width=100
col.istatus.defaultValue = O

  •  Offboarding grid

The offboarding grid lists all the actions to be taken when a staff member exits his/her function.

gd.columns = isummary, iassignee, istatus
gd.tablename = offboarding
gd.ds = jira
gd.query = select isummary from boarding_d1 where (listname = {0} or listname = 'General') and iphase = 'Off' order by isummary
gd.query.columns = isummary
gd.query.parameters = customfield:13091
gd.query.ds = jira
 
col.isummary = Action
col.isummary.type = string
col.isummary.editable = false
 
col.iassignee = Responsible
col.iassignee.type = list
col.iassignee.query = select pu.user_name, pu.display_name FROM cwd_membership pm inner join cwd_user pu on pm.child_name = pu.user_name where parent_name = 'jira-administrators'
col.iassignee.query.ds = jira
 
col.istatus = Status
col.istatus.type = list
col.istatus.list.size = 2
col.istatus.name1 = Open
col.istatus.value1 = O
col.istatus.name2 = Done
col.istatus.value2 = D
col.istatus.width=100

  •  Asset management

gd.columns = iasset, idetail, istatus
gd.tablename = assets
gd.ds = jira
 
col.iasset= Asset type
col.iasset.type = list
col.iasset.query = select assetname, assetid from assettypes_d3
col.iasset.query.ds = jira
  
 
col.idetail= Detail
col.idetail.tooltip = Enter license / serial number
col.idetail.type = string
  
  
col.istatus = Status
col.istatus.type = list
col.istatus.list.size = 3
col.istatus.name1 = Open
col.istatus.value1 = O
col.istatus.name2 = Assigned
col.istatus.value2 = A
col.istatus.name3 = Returned
col.istatus.value3 = R
col.istatus.width=100

Here you go. Now you may use this totally simple way to make your processes clear and neat.