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Tagwell documentation (public knowledge base)

Getting started

  1. Install Tagwell from the Atlassian Marketplace. A Jira admin opens Jira settings > Apps > Tagwell to choose who can see the register and who can change it (default: everyone), the default currency, and the categories (Laptops, Monitors, Phones and tablets, Network equipment, Software, Accessories and supplies are set up for you).
  2. Open Apps > Tagwell IT Assets. On a new site it opens on Import and export: import the spreadsheet you keep today (see Importing), or add items by hand with New asset, New licence and New consumable on the Register tab.
  3. On any Jira issue, open the Assets panel to link items, check hardware out to the reporter or assignee, and use supplies from stock.

Items

  • Assets are things you hand out one at a time: laptops, monitors, phones, network gear. Each has a tag (generated as PREFIX-0001 from the category, or your own), name, category, status, manufacturer, model, serial, location, supplier, purchase date, cost, warranty end and notes.
  • Licences have a seat count (0 = unlimited), a renewal or expiry date, cost and an optional key. Keys are shown masked; editors can click Show, and each view is recorded in the history.
  • Consumables are things you keep in stock: toner, adapters, chargers, cables. They have a quantity on hand, a reorder level and a unit cost.
  • Only a name and category are needed. Category fields are optional. Fields marked "recommended" (and serial, purchase date and cost) feed the Missing details filter, so you can fill gaps later instead of being blocked now.
  • The same serial on two items asks before saving; tags must be unique.

Custody

  • Check out an asset to a person, optionally with a due-back date, a note and an issue key (the issue is linked too). The person is asked to confirm under My items: "Yes, I have it" or "Something is wrong" with a note. Turn this off in settings if you do not want it.
  • Check in records the condition and can send the asset to repair.
  • Status: In stock, Checked out (set by checking out), In repair, Retired, Lost. Reporting a checked-out asset lost closes its custody record and keeps who had it last.
  • Licence seats go to a person or a machine (an asset). Tagwell refuses to assign more seats than you bought and shows seats in use on the Reports tab.
  • The Register filters show what needs attention: overdue returns, not confirmed or disputed, warranties or licences ending (within the days set in settings), over-allocated licences, low stock, missing details.

Verification rounds

  1. Verification > Start a round: a name, an answer-by date, and optionally categories. With none ticked, every asset checked out to a person is in scope; tick a licence category to also ask people whether they still use their seat.
  2. Each holder sees the items under My items and answers "I have it" (optionally typing the serial from the device) or "There is a problem" with a note.
  3. The round shows problems first, then items with no answer, serials that do not match the record, and per-person progress. Export CSV for your records or auditor, and Close round when done. Checking an item in answers its pending question as "Returned".

Stock

  • Issue takes units out of stock, optionally for an issue (linked) and a person.
  • Receive adds stock; a different unit price updates the average unit cost.
  • Stock count sets the quantity to what is on the shelf and needs a note.
  • On an issue's Assets panel, pick a consumable and Use from stock.

Value and depreciation

  • Each category has a depreciation method (none, straight line, declining balance), a useful life in months and a salvage percentage. Any asset can override the method and life.
  • Book value = value today from the purchase date and those settings. Straight line falls evenly to salvage; declining balance (double declining) loses 2/life of the remaining value each month and never goes below salvage. Retired and lost assets count at zero.
  • Consumables are valued at average unit cost times stock on hand.
  • Reports shows purchase and book value by category and type, plus status, location, overdue, unconfirmed, ending soon, licence seats and low stock. Book values are a management view, not accounting advice.

Issues and JQL

  • The Assets panel lists linked items, links more, checks an in-stock asset out to the reporter, the assignee or anyone else, assigns a licence seat, and issues consumables.
  • Linked issues get searchable fields: assetTag = "LAP-0042", assetName ~ "macbook", assetCategory = "Laptops", assetKind = license, assetCount > 0. Renaming an item updates its linked issues. The fields appear a few minutes after install.
  • Each item lists its linked issues; issues you cannot browse are counted, not shown.

Importing

  • Import and export > Import from a spreadsheet: choose what the file contains (assets, licences or consumables), pick the CSV, and Preview. Column names are recognised automatically, including Asset tag, Name, Category, Serial number, Model, Manufacturer, Location, Supplier, Purchase date, Cost, Warranty end, Expires, Seats, License key, Quantity, Reorder level, Status and Assigned to (an email). Category field labels match too.
  • Rows are matched by tag, then serial. Choose whether matches are updated (filled-in cells only) or left alone. The preview says per row what will happen and why: new categories, emails with no Jira user, bad dates or amounts.
  • Assets with an "Assigned to" email are checked out to that person, who is asked to confirm.
  • Dates: 2026-03-31, 3/31/2026, 31.03.2026 or Mar 31, 2026. Amounts: 1,299.00, 1.299,00 or $1299.

Exporting

Import and export > Export: assets, licences or consumables (same columns the importer reads, with book value today; licence keys are never exported), or the full history (every check-out, check-in, confirmation, stock move and edit).

Dashboard widget

Add IT assets (Tagwell) to a Jira dashboard: purchase and book value, overdue returns, unconfirmed custody, items ending soon and low stock.

Access and licensing

  • Viewer and editor groups are set by Jira admins; Jira admins always have full access. Everyone can see and answer for their own items under My items, even outside the viewer groups.
  • If the subscription lapses the register stays readable and exportable; changes need an active subscription.

Privacy

Tagwell runs on Atlassian's Forge platform. Everything is stored in your site; nothing is sent to Great Work or anyone else. See the Privacy Policy.