Best Practice for Entitlement Retired Substates?

[SebastianBarnes]

Hi everyone,

Is anyone able to direct me to some sort of doc or resource that discusses the intended purpose for entitlement Retired Substates? My team is currently discussing when we should be using Pending Disposal, Disposed, and "--None--" specifically in the case of subscriptions.

If we create a new entitlement for each new subscription period, what should we do to the previous entitlement? Does it become Disposed, even though we still technically own that title in the form of a new subscription period? The same could go for Perpetual entitlements. Say we own 10 Perpetual rights, we uninstall 5 and only renew maintenance for the 5 remaining. Do the 5 that were uninstalled shift to Disposed?

Any input or advice would be greatly appreciated!

[Jaap]

Hi Sebastian,
Generally speaking, I would say you have your entitlement as long as you have the right to use it. As soon as you renew, your earlier entitlements will stop the day you want your new entitlements to be active.
You probably already have seen this documentation: https://docs.servicenow.com/bundle/washingtondc-it-asset-management/page/product/software-asset-mana... 

Regards,
Jaap

[SebastianBarnes]

Hi Jaap,

Thank you, this makes sense and aligns with our current process. Do you know if there is any specific guidance on what the substate should then be for the earlier entitlements that are no longer active?

Thanks!

[Jaap]

I just reviewed and for my current client we don't have any Substates registered, although we are still in implementation phase.  They are defined OOTB, but we are not sufficiently mature to maintain these fields as well. If I may advise, I would indeed use the fields you mentioned (Pending Disposal, Disposed, and "--None--".) if you can maintain them.