Contract renewal workflow

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 2 minutes to read
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    Summary of Contract Renewal Workflow

    The contract renewal workflow allows ServiceNow customers to effectively manage the renewal of contracts that are nearing expiration or have already expired. This process streamlines contract creation, validation, approval, and activation, ensuring all related entities such as hardware assets, software entitlements, terms, and rate cards are adequately managed. Supported contract models include Software license, Subscription, Maintenance, and Warranty contracts.

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    Key Features

    • Contract Renewal Request: Initiate requests for contracts that are nearing expiry or have expired.
    • Contract Selection: Renew multiple child contracts under one parent contract.
    • Build Renewal: Provide necessary renewal information.
    • Asset Selection: Add or remove hardware and enterprise assets, viewing those carried over to the new contract.
    • Software Asset Selection: Manage software entitlements included in the renewal process.
    • Terms and Conditions: Update and review terms and conditions for the new contract.
    • Rate Cards: Include rate card details for tracking contract expenses.
    • Renewal Confirmation: Review details prior to finalizing the renewal.
    • Renewal Approval: Approve or reject contract renewal requests.
    • Renewal Purchase Order: Receive purchase orders for assets covered by the contract.

    Key Outcomes

    By utilizing the contract renewal workflow, customers can ensure a structured and efficient approach to renewing contracts, helping to maintain compliance and minimize disruptions. Key outcomes include enhanced visibility into contract terms, improved management of assets associated with contracts, and streamlined approval processes. Customers must also ensure that prerequisites such as activating the relevant plugins and enabling domain separation are met for optimal functionality.

    Use the contract renewal workflow to renew contracts that are nearing their expiry date or are already expired. This workflow enables you to renew contracts through a streamlined and managed process.

    Renew your contracts by creating, validating, approving, and activating a contract record that references the original contract. This workflow enables you to manage related entities like hardware assets, software entitlements, terms and conditions, and rate cards.
    Note:
    The contract renewal workflow supports Software license, Subscription contract, Maintenance, and Warranty contract models.
    Complete the following tasks in the contract renewal workflow to renew your contracts:
    1. Contract renewal request: Create a contract renewal request for contracts that are nearing their expiry date or are already expired.
    2. Contract selection: Renew multiple child contracts under the parent contract.
    3. Build renewal: Supply the contract renewal information.
    4. Asset selection: Add or remove hardware or enterprise assets from the contract renewal process, and view the assets carried over to the new contract.
    5. Software assets selection: Add or remove software entitlements that you want to include in the contract renewal process, and view the entitlements carried over to the new contract.
    6. Terms and conditions: Update the terms and conditions in your new contract, and view the terms and conditions carried over to the new contract.
    7. Rate cards: Add rate card details to the new contract to track contract expenses.
    8. Renewal confirmation: Review the renewal details after completing all the details of a contract.
    9. Renewal approval: Approve or reject a contract renewal request for all Contract Renewal Request Lines.
    10. Renewal purchase order: Receive the purchase order for assets covered in the contract.
    Note:
    • You can't edit a task after you close it.
    • You can cancel a contract renewal process for a Contract, Contract Renewal Request, Contract Renewal Request Lines, and Contract Renewal tasks. For more information, see Results of canceling a contract renewal process.

    Prerequisites

    Before using the contract renewal workflow, you must complete the following prerequisites:

    • Activate the Software Asset Management Professional (com.snc.samp) plugin on your ServiceNow instance.

      If you want to manage hardware or enterprise asset contracts, request and install the Hardware Asset Management or Enterprise Asset Management application from the ServiceNow Store instead.

    • Enable the sn_contract_enable_renewal_flow system property.
      Note:
      If you’re already using Software Asset Management, Hardware Asset Management, or both, this system property is set to false. If you’re a new user, this system property is set to true.

    Domain separation

    Domain separation with data separation is supported for the contract renewal workflow with the following requirements:
    • The request is created in the domain of the contract that initiated the renewal process.
    • Request lines are in the domain of the contract of the request line.
    • Tasks are created in the domain of the contract being renewed.
    The sn_contract_enable_renewal_flow system property also supports domain separation.