Administrator guide

This guide covers everything a Jira administrator sets up in WarrantySync: the device source, the field mapping, the manufacturer credentials, the warranty rules, and what the app may create when a warranty is close to expiring.

Everything here needs Jira administrator permission. If you only need to read the estate, see the dashboard guide instead.

Before you start

You need three things.

• Jira administrator permission. The settings page is an admin page, and every setting is checked again on the server when you save it.
• Somewhere your devices already live. WarrantySync reads devices from either Jira Service Management Assets or an ordinary Jira project. It does not hold an inventory of its own.
• A date field for the warranty end date. WarrantySync writes the date it finds back onto your device records, and it needs a field to write into.

WarrantySync never creates a field in your site. If you have no warranty end date field, create one yourself — a Date field, associated with the screens your device records use — and then run Discover fields again. The same is true of the serial number and manufacturer fields: the app maps to what you already have.

Open the settings page

The settings page lives in Jira administration, under Apps, as WarrantySync settings. It has five tabs.

A tab title gains (not saved) as soon as you change anything in it, and the section shows There are unsaved changes in this section until you save. Each tab saves independently, so you can finish one and come back to the others.

1. Tell it where your devices live

On the Device source tab, choose whether devices come from Jira Service Management Assets or from Jira issues, then say which project or object schema holds them.

Then press Discover fields. WarrantySync reads the fields that actually exist on your device records and suggests a mapping for each of the four it cares about.

Discovery only offers the mapping. Press Use suggestions to fill the four selects in, check them, and then press Save device source.

Mapping	Required	What it is for
Serial number field	Yes	The manufacturer’s own service tag. This is the only value ever sent to a manufacturer
Manufacturer field	Yes	Decides which manufacturer to ask
Model field	No	Used to work out the manufacturer when the manufacturer field is empty
Warranty end date field	Yes	Where the app writes the date it finds. Must be a date field

If a select offers two entries with the same name, note that the list is not filtered to the project you chose — Jira issue types with the same name in different projects appear identically. Pick carefully, and confirm afterwards that a pre-scan finds the number of devices you expect.

2. Connect a manufacturer

On the Manufacturer credentials tab there is one card per manufacturer, each with a coloured state.

State	Means
Not configured	No credential has been saved
Untested	A credential is saved but Test connection has not been pressed
Connected	The manufacturer accepted the credential
Error	The manufacturer rejected it. The card says so underneath

Credentials are stored encrypted and are never shown again. Once saved, the field says A value is stored. Enter a new one to replace it.

Getting the credentials is not the same for all three:

Manufacturer	What you need	How to get it
Dell	TechDirect Client ID and Client Secret	Self-service in Dell TechDirect. Approval usually takes a few working days
Lenovo	Support API ClientID	Not self-service. Ask your Lenovo account manager
HP	Warranty API key	Not self-service. Ask your HP account manager or partner contact

Because Lenovo and HP are not self-service, their cards carry a request email you can copy and send to your account manager. That is why those two cards look different from Dell’s.

Save a credential, then press Test connection.

If the manufacturer rejects the credential, the card says which manufacturer rejected it, so you know which one to go and fix.

Remove is behind a confirmation, because removing a credential stops warranty lookups for that manufacturer. Warranty data already collected is kept.

You do not need credentials to get started. The pre-scan works without any, so you can see the shape of your estate while you wait for approval.

3. Set the warranty rules

Setting	Default	Range	What it does
Warn this many days before expiry	60	1 to 365	How far ahead a warranty counts as expiring. This is the only expiry threshold in the app
Re-check a device after this many days	30	1 to 365	How stale a device’s data must be before the next sync looks it up again
Daily sync hour	2	0 to 23	The hour, in UTC, at which the daily sync starts
Maximum requests per minute	60	10 to 120	How hard the app is allowed to work your site and the manufacturers’ services. One budget covers both, so lowering it slows lookups as well
Write warranty end dates back onto devices	On	—	Whether the app writes the date it finds onto the device record

A value outside its range is refused, nothing in the tab is saved, and the page marks the field that was wrong.

4. Decide what happens at expiry

Choose the project and issue type for expiry issues, and the style:

• One issue per device raises a separate issue for each device entering the warning window, up to the per-run cap.
• One digest issue per run raises a single issue listing them.

Two rules matter more than the settings themselves:

• A device whose warranty has already expired never gets a per-device issue. The app warns before expiry, not after it.
• A resolved issue is never re-raised for the same expiry date.

And one thing that catches people out: configuring this tab does not start anything. Ongoing expiry issues are switched on from the dashboard, not here. Until that switch is on, the app tracks warranties and raises nothing.

5. Point the issue panel at your devices

The warranty card on a work item finds its device in three steps: first it checks whether the work item is itself a device record, then the object field below, then the serial field. Both fields are optional — leave them empty if your devices are Jira work items and the card only appears on those.

Only custom fields are listed. A device identified by a built-in field cannot be chosen here.

What is not there yet

These guides describe the app as it is. The following are known gaps rather than things you have failed to find:

• Expiry issues are created without an assignee or a priority, so Jira applies the expiry project’s defaults. They arrive unassigned only if that project’s default assignee is Unassigned; otherwise they go to whoever the project assigns by default, often the project lead. Both values are stored but neither has a control on this page.
• The number of devices looked up in one batch is fixed at 25 and has no control.
• The buckets view on the dashboard shows counts and a sample of unrecognised manufacturer names. It does not list the devices in each bucket.