how reclamation rules work

suresh kaliappa
Tera Expert

‎07-29-2025 02:35 AM

Hi All , 

 

I want to create reclamation rules to send notification to the user if the user is not being used it from past 60 days. and even after email notification was sent and user not using it even after 7 days then the the software license has to removed and needs to be added in license. So can someone please say how to build it?

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Viraj Hudlikar
Tera Sage

‎07-29-2025 06:02 AM

Hello @suresh kaliappa 

 

  1. Create a Reclamation Rules.
  2. Set Usage Metering Data to detect software not used in the last 60 days.
  3. Select notify user checkbox to alert the user.
  4. Set a 7-day grace period in field "Days before auto-reclamation".
  5. Post-grace, as per process setup by you (auto/manual) reclamation will take place.
  6. License is automatically returned to the Available pool in the entitlement.

 

If you follow below link you will be able to achieve your requirement.
https://www.servicenow.com/docs/csh?topicname=sw-reclamation-rules.html&version=latest

https://www.servicenow.com/docs/csh?topicname=t_AddAReclamationRule.html&version=latest

Understanding Reclamation Rules: Optimizing Softwa... - ServiceNow Community

https://youtu.be/L1NB9fgb5ts?si=ssVm_LXAP_46TS8D

 

If my response has helped you hit helpful button and if your concern is solved do mark my response as correct.

 

Thanks & Regards
Viraj Hudlikar.

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Laveena-Agarwal
Kilo Sage

‎07-29-2025 06:31 AM

Hi @suresh kaliappa 

Once the reclamation rule is set and the notification is triggered, there's no OOB way to verify if the user is actively using the software.

However, the user can click “Deny” within 7 days, and their manager must provide justification.

  • Days before auto-reclamation: 7 days

  • Aggregate usage by: Last 2 months

 

LaveenaAgarwal_0-1753793005975.png

 

 

For a detailed walkthrough, refer to this video Creating a Reclamation Rule - YouTube

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