Using Subscription Management to Monitor License Usage

gareth_oliver · ‎12-06-2018

Are you getting the best value from your licenses?

Would you like to know more about how your licenses are being used?

Subscription Management is an in-platform application, that (once configured) will help you self-manage your licenses. Check out a new KB article on Hi, explaining how to set up & configure Subscription Management:

https://hi.service-now.com/kb_view.do?sysparm_article=KB0691998

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Andrew Albury-D · ‎12-06-2018

Thanks Gareth, I remember finding this the first time and being very surprised it isn't advertised more. Such a useful feature!

Something else to note is you can use the same Subscription Management to see what Applications you are licensed to use (from the Subscription form, under Subscription Applications related list) and even more interestingly, what Plugins those applications are comprised of (By clicking the application). It's a great way to see if you are licensed for something you may not be using.

gareth_oliver · ‎03-05-2019

A customer (who uses Customer Service Management) recently asked a question related to this "which roles do I configure to show Fulfiller use?".

I did a bit of research with our licensing team, and they provided me the CRM roles.

That got me thinking - there's a bit of tweaking to get Subscription Management up & running in your PROD environment, so I built out a number of other User Sets for user-based licensing. Here they are if you'd like to use them!

Included in the attached XML file are a Subscription User Set for the following user-based licensing:

Approvers
CSM Fulfillers
GRC All Employee
ITBM Analyst Fulfiller
ITBM Planner Fulfiller
ITBM Worker Fulfiller
ITBM Timecard Fulfiller
ITIL User

To use, navigate to Subscription Management > Subscription User Sets. From the context menu, select Import XML, select the attached XML file, and Upload.

You'll then have a list of the above User Sets to configure in your environment! Please feel free to further extend to your own specific use cases.

CAVEAT Your licensing subscription requirement may be different - this is provided in good faith to help get you started, and is not representative of your actual subscription (for example, if you subscribed to GRC before 2017, your GRC license type is per-user; if you subscribed after 2017, your GRC license type is all-employee) . Always check your Subscription contract, and if in doubt, contact your ServiceNow Account Executive.

Why no HR All Employee, GRC, ITOM, SecOps, Now Platform? These products get their compliance from other tables in your instance; Subscription Management is (at London) restricted to run compliance from User (sys_user) and Group (sys_user_group) tables.