Bookman - configuration

This article explains how to set up Raley Bookman app on your Atlassian instance.

Pre-requirements

• Jira Service Management cloud
• Jira cloud (if you're keeping assets as Jira work items)
• Jira/JSM admin access
• JSM Premium or Enterprise edition (if you're keeping assets in JSM Assets)

Jira configuration

NB! This section is applicable only if you're keeping assets to be booked as Jira work items

Your Jira instance will be used as Asset management system that keeps track of your bookable assets. In other words, a single issue (work-item) in Jira will be used to represent a particular single Asset that will be exposed for bookings via JSM Portal.

An example of such asset might be: 

• Meeting room
• Corporate vehicle
• Appointment slot with a professional

You define your assets in Jira in one or several projects. Projects can be Company or Team-managed. You can use any workflow or issue type for your assets that make sense for your organization.

When you have your Jira configured, use Issue navigator to easily produce a JQL expression which defines the subset of Jira tickets eligible for bookings. 

An example of such JQL could be: project = ABC and issueType = "Corporate car"

Assets configuration

NB! This section is applicable only if you're keeping assets to be booked as JSM Assets

Your JSM Assets will serve as a source for the assets that Raley Bookman would allow to book. The whole process of configuration of JSM Assets is well described here, so by the moment you've your JSM Assets configured,

you should be able to produce a AQL expression which defines the subset of JSM Assets eligible for bookings.

To obtain the required AQL expression, navigate to Assets (in Jira top menu), then choose the Schema which keeps the objects of interest. Press on Filter button and choose Advanced AQL tab. There you can play around with the AQL to get

the right subset of objects.

The screenshot below demonstrates this in details:

JSM Configuration

Your JSM Portal will be used as a front-door where customers or employees can make bookings for assets. As Jira admin, define one or several request types that correspond to the type of assets that you want to be bookable via portal.

An example of such Request type configuration is below:

Here we have 4 request types for different type of assets that we'll expose for bookings. Now, let's go to Bookman configuration console (Apps → Raley Bookman) and add the corresponding mappings like shown on the screenshot below:

In this example, we use one Service desk called Assets Booking and map the JSM request type to a JQL/AQL statements which defines asset issues bookable through that request type. 

For example, if user wants to book a Golf car, then the Bookman app will show all JSM Assets found by AQL objectType = "Golf Car".

On the other hand, if user wants to book a Training Studio then the Bookman will show all Jira work items found by JQL issueKey in (AMPL-1, AMPL-2).

There's no additional requirements towards your Booking Request types - they can contain any fields that you may find useful in your organization. Also, you have complete freedom in workflow configuration for your Booking project in JSM.

Customisation of Booking Durations

Every booking time slot has FROM and TO datetime fields. The only requirement that Bookman imposes on them is that TO must be greater than FROM. By default, if you don't assign From Date Crontab in the Configuration, the FROM and TO fields will be visible as two inputs with calendar picker as shown on the screenshot below:

Using either calendar picker or by typing directly into the inputs you can provide any from and to with the granularity of a minute.

However, sometimes you'd want to impose limits on which datetimes are valid for the FROM field. You can do that by specifying a CRON expression on the From Date Crontab. The CRON expression that you specify defines the set of valid FROM datetimes and this will be also reflected on a calendar widget. Here're some examples of the CRON that we support:

The From Date Crontab will be evaluated for the timezone specified in TimeZone combo-box  which is just below the From Date Crontab.

If you specify the From Date Crontab, you can also indicate one or more durations for which the booking can be made. Those durations are configured under TimeZone combo-box and look like this:

In this example, there are 2 durations for 1 and 2 hours respectively which means that user first has to decide if they want to book for 1 or 2 hours, then the From calendar widget will show available reservation slots for the chosen duration and the end time will be reflected accordingly:

Asset Access

If you're using JSM Assets, then you also have to provide a token through which Raley Bookman will be polling Assets-related information from your JSM instance. 

You can find more information on generation of Atlassian token here: https://support.atlassian.com/atlassian-account/docs/manage-api-tokens-for-your-atlassian-account/

Once you have the token generated, set it together with your email on Bookman configuration → Settings panel