Software reclamation rules

  • Release version: Zurich
  • Updated July 31, 2025
  • 3 minutes to read
    • Summarize
    Summarized using AI
    This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete.

    Summary of Software reclamation rules

    Software reclamation rules in ServiceNow enable you to optimize software license usage by identifying software rights that are underutilized, infrequently used, or unused. These rules help reclaim such software rights so they can be reallocated, avoiding unnecessary software purchases. Reclamation rules specify usage criteria—such as minimum usage hours or recent usage dates—that determine when software units are flagged for reclamation.

    Show full answer Show less

    Key Features

    • Suite Parent and Components Integration: When you create a reclamation rule for a suite parent, usage data for both the suite parent and its components are automatically included. Adding a suite parent product automatically adds all related suite components and their product processes to the reclamation rule.
    • Automatic Updates from Content Service: The Software Products list within reclamation rules updates automatically to reflect changes in suite compositions based on Software Asset Management Content Service updates.
    • Editing Restrictions: Suite components cannot be individually edited or deleted once added via a suite parent; however, editing or deleting the suite parent updates or removes all associated components and product processes accordingly.
    • Filter Conditions: You can apply filter conditions at the suite parent or reclamation rule level to control which software usage data is considered. Filters on suite parents propagate to all components, and filters on the reclamation rule apply to all included products. Filters apply only when the rule targets Installed Software or Subscription Software.
    • Automatic Reclamation Rules for SaaS and SSO: Creating integration profiles for SaaS or connecting SSO applications automatically generates reclamation rules for those software products, which should be reviewed for accuracy.
    • Upgrade Considerations: When upgrading to the Zurich release, existing reclamation rules do not automatically support bulk reclamation. Manual reconfiguration is required, such as removing and re-adding suite parents, to trigger suite component and product process updates.

    Practical Impact for ServiceNow Customers

    This functionality empowers you to effectively manage software licenses by reclaiming underused rights, ensuring better compliance and cost-efficiency. The integration of suite components and automatic updates reduces manual maintenance effort. Filter capabilities provide granular control over which software usage is evaluated for reclamation, enhancing accuracy. When connecting SaaS or SSO applications, automated reclamation rules streamline license management.

    During upgrades, proactive rule adjustment ensures continued accurate reclamation processing. Overall, implementing software reclamation rules helps optimize software asset utilization, reduce unnecessary software spending, and maintain up-to-date license compliance within your ServiceNow environment.

    Reclamation rules aggregate usage over time and specify a minimum number of hours or the latest date that a software unit must be used before the software is flagged for reclamation.

    Overview of software reclamation rules

    You can avoid purchasing more software rights for products by knowing which rights have already been allocated but are being used infrequently, haven't been used recently enough, or aren't being used at all. Reclamation rules reclaim those software rights so that these rights can be freed up and allocated elsewhere. Reclamation rules are configured to specify a period of time, amount of time, or most recent date that a software unit must be used before the software is flagged for reclamation.

    When a reclamation rule is created for a suite parent, the usage for the suite parent as well as that of the suite components are automatically pulled into the rule.

    When you create a reclamation rule, you can add software products associated to the reclamation rule. When you add a product, which is a suite parent, all the suite components automatically get added and appear in the Software Products related list in the Reclamation rule form. Similarly, the product processes for all the added software suite products and component products also get added and appear in the Product Processes related list.
    Note:
    The products in the Software Products related list are updated based on the content updates in the Software Asset Management Content Service. For example, if a suite component has been added or removed from a suite parent, the change is reflected in the Software Products related list.

    After a suite parent is added to a reclamation rule, you can't edit or delete any suite components, but you can edit or delete the suite parent. If you delete the suite parent, the suite components are also automatically deleted along with the product processes. If you edit a suite parent, then the changes of the edit are reflected for the suite components and the associated product processes. For example, if you change the suite parent from Microsoft Office 365 to Microsoft Word, all the suite components and product processes for Microsoft Office 365 get deleted. Microsoft Word becomes the new parent and all suite components and product processes for Microsoft Word are automatically added.

    Filter conditions

    You can add a filter condition on a suite parent record. The filter condition that you specify for a suite parent is automatically applied to all the suite components of the parent and the filter condition field on the suite component record is no longer editable. You can, however, edit the filter condition on the suite parent record. You can open a suite parent record from the Software Products related list and specify your filter condition in the record.

    You can also specify a filter condition at the reclamation rule level. The filter condition that you specify applies to all the products that belong to the reclamation rule. The filter condition can only be applied when the Applies to field in the Reclamation rule form has the value Installed Software or Subscription Software. For details, see Add a software reclamation rule.

    Reclamation rules for SaaS and SSO applications

    When you create a direct integration profile for a SaaS application or connect an SSO application, a reclamation rule is automatically created for the software product. It's important that you review the reclamation rule to verify that it meets your specifications. For more information, see Review a software reclamation rule.

    For more information about the reclamation rules for each application, see Reclamation rules for SaaS and SSO applications.

    Upgrading to Zurich

    If you’re upgrading to Zurich from any past release, your existing reclamation rules do not automatically take bulk reclamation into account. You must manually set up your existing reclamation rules for bulk reclamation to take effect. For example, in an existing reclamation rule, you have Microsoft Office 365 listed in the Software Installations related list. When you upgrade to Zurich, you must delete Microsoft Office 365 from the Software Product related list and re-add it to the same reclamation rule to trigger the automatic addition of suite components and their product processes.