Tip! To identify the licensed Roles

[ersureshbe]

<< Admin to Consultant  Transformation>>

Use case:
As a ServiceNow technician, we recognize that licenses are determined by user roles. We understand that each module has specific roles defined. The question arises on how to identify which roles fall under the 'licensed' category.

Solution:

It is widely recognized that ServiceNow licenses are fixed, with no provision for floating licenses. These fixed licenses are also associated with specific roles. Understanding which roles consume licenses and which do not is crucial for effectively guiding our customers. It is important to know how to identify this information and whether ServiceNow offers any functionality to assist in this process.

ServiceNow offers an out-of-the-box (OOB) feature that allows for the identification of roles that consume licenses. The relevant table is named 'license_role_list.do', which includes a field designated as 'role type'. This functionality aids in recognizing the licensed roles within the installed ServiceNow modules. Please refer to the screenshot below for further clarification.

Regards,

Suresh.

application-suite-role-mapping-sheet.xlsx

[Snehal13]

Sorry but your article is not clear. which roles are licensed and which are not. and how to reduce usage of role that have licenses

[ersureshbe]

@Snehal13  

According to the ServiceNow module, each module possesses a distinct syntax. In my article and the accompanying screenshot, I elucidate that the roles of Fulfiller, Business Stakeholder, and Approver are licensed, specifically within the context of IT Service Management (ITSM). For modules outside of ITSM, it is advisable to review each role's description to comprehend the relevant details.

The 'License Type' is a crucial element in determining the licensed roles.

Kindly consult the attached Excel sheet and adhere to the article, which provides clarification.

[Paulsylo]

@ersureshbe 

Have a question !

1. While the license_role_list table provides insights into roles, isn’t the actual license consumption determined by assigned user roles and their activity?

2. How do you address cases where roles are assigned but not actively used is there any mechanism to used in such scenarios?

[ersureshbe]

@Paulsylo 

To address both questions in a single line, please consult the 'usageanalytics_count' table, which will clarify the amount consumed. Furthermore, utilize the 'Subscription Overview' module for additional insights.

Regards,

Suresh

[Bert_c1]

Yes, this post seems incomplete without a discussion on the the other related tables:

license_role_discovered

license_role_to_custom_table

license_role_type

license_unmapped_custom_table

licensing_error

licensing_exclusion

Once a role that is licensed is identified, one can query the sys_user_has_role table to see those users.

[ersureshbe]

Dear @Bert_c1 

As you indicated in your statement, the assertion that it is not incomplete is incorrect.

Justification:

In your list, the first 3 tables are all derived from the 'role_type' field, which I have emphasized in the article. The role type is sourced from the 'license_role' table. The last 3 tables do not pertain to the 'role' license and are derived from a different context. Specifically, each module indicates how many custom tables are utilized as custom. To comprehend the consumption of custom tables, you may utilize this information for identification.

[Bert_c1]

I fail to understand how you generated the spreadsheet contents. Seems dependent on what licensed modules are present in an instance.  Assuming the info is accurate, one can query the sys_user_has_role table for those roles shown, and see user allocation details.  Unfortunately, the Subscription Overview module isn't helpful in a PDI that I can tell. 

[ersureshbe]

@Bert_c1 

The attached Excel sheet is undoubtedly accurate and encompasses the majority of the modules and applications. However, the subscription overview experiment is relevant for real-time business instances that PDI cannot support, and there are certain limitations.

Regards,

Suresh.

[Gopi22]

Hi @ersureshbe ,

Thank you for sharing the details. I appreciate the clarity provided. However, I do have a follow-up question regarding the point you mentioned:

"ServiceNow offers an out-of-the-box (OOB) feature that allows for the identification of roles that consume licenses. The relevant table is named 'license_role_list.do'."

While I agree that this table provides visibility into all licensed roles, I am seeking clarification on how we can filter licensed roles specific to a single application—for instance, IT Service Management (ITSM). The "Application" field in the table appears to reference submodules such as Service Catalog, Change Management, etc., rather than offering a high-level categorization like ITSM.

Is there a recommended approach or best practice to isolate licensed roles associated with a broader application context such as ITSM?

Regards,
Gopikrishnan