IRM Licensing: Do Approvers and Policy Attestors Require Full Licenses?

Mansor2
Tera Contributor

2 hours ago

Hello experts, 

 

I am looking for clarification on ServiceNow IRM licensing.

We understand that active users such as Risk Managers, Compliance Managers, Auditors, and users who actively create, maintain, and manage risk, control, policy, or compliance records would require IRM user licenses.

However, we would appreciate guidance on the following personas:

  • Control Owners who only provide evidence or periodic updates.
  • Business users who respond to assessments or questionnaires.
  • Users performing policy attestations.
  • Managers who only approve risk treatments, exceptions, or policy records.
  • Executive stakeholders who only review dashboards and reports.

Are these users typically required to hold a full IRM license, or is there an alternative stakeholder, participant, lite-user, or included entitlement model that covers these activities?

Any references to current licensing guidance, product terms, or practical experience would be greatly appreciated.

Thank you.

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Vinod54
Tera Guru

30m ago

Hello @Mansor2 ,


1. Since licensing structures vary per customer contract and ServiceNow updates packaging frequently, best answers can only be recommend by your ServiceNow Account Executive.
2. Review Role Type(sn_irm_shared_cmn_licensing_role_type) table and group by licensable application family. There will be three groups IRM lite operator roles, those roles for users who do not create, delete, update few fields and mostly read contents. Then there is IRM operator group that will handle more update, create or even delete accesses.
3. When you use either of these roles, you will be charged as role consumption, and I do not think you can by-pass this. 
 4. For better role management, I would not strongly suggest to have report to review unused roles and remove the role after a frequency(60 days). 

 

Additional valuable links on licensing. 

About ServiceNow Licensing Guide 

 

If this helps you please hit Helpful and Accept As Solution buttons. 
 Thanks,

Vinod Kumar M

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