Renewals calendar view
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Summary of Renewals calendar view
The Renewals calendar in the Software Asset Workspace provides a visual tool forsamuserandsamadminroles to monitor software entitlements and contracts nearing expiry or already expired. It helps users stay informed about upcoming renewals and expired agreements, enabling proactive management of software assets.
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To access this feature, activate the Software Asset Workspace (snsamworkspace) store application and navigate to Software Asset Workspace > Renewals calendar.
Key Features
- Calendar and list views: Toggle between a calendar layout and a detailed list of contracts and entitlements to suit your preference.
- Contract and entitlement details: View key information such as contract name, renewal start and end dates, total cost, entitlement name, and start/end dates directly within the calendar or list.
- Renewal start date calculation: The calendar displays the renewal start date calculated by subtracting “Days past/until renewal” from the contract or entitlement end date. Users can select intervals like 60, 90, 120, or 150 days for this calculation.
- Filtering options: Narrow results by upcoming renewals based on time scales, renewal types (contracts, entitlements, or both), publisher, product, contract model, cost center, and domain.
- Cost center grouping: View the number of upcoming renewals grouped by cost center in the left pane for budget and ownership insights.
- Interactive contract and entitlement forms: Click on calendar bars to open detailed forms where you can renew, adjust, or cancel contracts. Note that entitlements must be associated with a contract to proceed with renewal workflows.
- Visual indicators: A red line marks the current date; bars extend six months before and after the current date to provide context around renewal periods.
Important Conditions and Notes
- Contracts must be active, with an end date within 90 days or fewer, and be in states such as active or expired, with substates like Awaiting review or Renewal rejected.
- Supported contract model types include Subscription, Software License, and Maintenance.
- Entitlements shown have license types Perpetual or Subscription or no associated contract.
- For perpetual entitlements, the end date refers to the maintenance expiration date.
- Domain data display requires installation of the Domain Extension Installer and Domain Support plugins.
Key Outcomes
By using the Renewals calendar, ServiceNow customers can efficiently track and manage their software contracts and entitlements nearing expiration, helping to avoid service interruptions and optimize software asset lifecycle management. The ability to filter, view detailed information, and perform contract actions directly from the calendar streamlines renewal workflows and supports better decision-making around software investments.
Use the Renewals calendar in the Software Asset Workspace to view the entitlements nearing their expiry date and contracts nearing their expiry date or are already expired.
The sam_user and sam_admin roles can gain an understanding of the upcoming contract and entitlement renewals and expired contracts by navigating to .
Note:
Activate the Software Asset Workspace
(sn_sam_workspace)
store application to view the
Renewals calendar.
This view shows upcoming and expired renewals with the following conditions:
- The contract must be active.
- Contracts expiring in 90 days or fewer.
- The end date of the contract must not be empty.
- The state of the contract is active or expired.
- The substate of the contract is either Awaiting review or Renewal rejected.
- Contracts with contract model types such as Subscription, Software License, and Maintenance.
- Entitlements with only license types of Perpetual or Subscription.
- Entitlements without any associated contract.
The Renewals calendar lets you view:
- Calendar and list view of contracts and entitlements
- Details of contracts and entitlements in the calendar view
You can switch to the list view from the top-most right corner of the Renewals calendar page.
- Contracts
- Contract name
- Renewal start date for contracts nearing their end date
- Renewal start date for expired contracts
- Contract end date
- Total cost
- Entitlements
- Entitlement name
- Start date
- End dateNote:The end date for perpetual entitlements is the maintenance expiration date.
- Total cost
Note:The calendar view shows the Renewal start date, which is calculated by
. Select the Days past/until renewal value such as 60, 90, 120, or 150 days. You must open the contract and entitlement record to view the actual start date.End date - Days past/until renewal - Contracts
- Number of upcoming contracts and entitlements renewals grouped based on the cost center in the left pane
- Contract information form on selecting the contract barNote:You can renew, adjust, or cancel a contract from this record form.
- Entitlement information form on selecting the entitlement barNote:You must create or associate a contract to proceed with the contract renewal workflow.
- A red line showing the current date. The contract or entitlement bar on the calendar view displays the start date as six months before the current date and the end date as six months after the current date.
You can filter and narrow down your results by:
- Upcoming renewals based on the time scale in the calendar view
- Days past or until renewal such as for 60, 90, 120, or 150 days
- Renewal types such as All contracts, All entitlements, and All contracts and all entitlements
- Publisher, Product, Contract model, and Cost Center subfilter based on the renewal type
- DomainNote:You must install the Domain Extension Installer [com.glide.domain.msp_extensions.installer] and Domain Support [com.snc.pa.domain_support] plugins to view the domain data on the Renewal calendar view.