--- sourceDocument: Australia Asset Management sourceDocumentLink: https://www.servicenow.com/docs/r/australia/it-asset-management Release : - australia ft:locale : - en-US ft:publication_title : - Australia Asset Management ft:clusterId : - itam bundleId : - itam workflow : - Technology --- # Manage obligations # Manage obligations in the Hardware Asset Workspace {#ariaid-title1} Release version: Australia Updated August 24, 2026 ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 2 minutes to read Summarize ![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) 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 Manage obligations in the Hardware Asset Workspace Obligation Management in the Hardware Asset Workspace allows ServiceNow customers to create and manage obligation records and tasks tied to hardware contracts such as leases, warranties, maintenance agreements, and purchase agreements. This feature helps organizations avoid risks like missed renewal deadlines, unverified vendor performance, unnecessary repair payments, and penalties due to missed obligations. Show full answer Show less This capability is available exclusively with Hardware Asset Management Prime SKU, starting from version 16.0.0 and Australia patch 6. ## Key Features * **Obligation Records and Tasks:** Create obligation records with specific instructions and task types to fulfill contract obligations from a centralized workspace. * **Obligation Task Types:** * **Ad hoc tasks:** One-time or irregular tasks to meet contract requirements. * **Recurring tasks:** Automatically generated at regular intervals based on defined schedules, with configurable frequency and lead time. * **Automated Extraction:** Use the Manage contract repository agentic workflow to extract obligations from signed contracts and generate obligation records automatically. * **Role-Based Access:** * **sncmobligation.obligationadmin:** Administrative access to obligation management. * **sncmobligation.obligationfulfiller:** Create obligations, approve or reject tasks. * **sncmobligation.obligationuser:** Act on assigned tasks and submit them. * **Workflow Support:** Obligation fulfillers create obligations and tasks, assign due dates within contract periods, and notify assigned users who then complete tasks and submit for approval. ## Practical Benefits for ServiceNow Customers * Centralized management of contractual obligations ensures compliance and timely fulfillment. * Automated notifications and approvals streamline task completion and oversight. * Improved risk mitigation by tracking service levels, renewals, warranties, and purchase commitments. * Integration with Contract Management Pro enhances contract and obligation visibility. ## Next Steps and Related Capabilities Customers can leverage related Hardware Asset Management features such as hardware normalization, inventory and stockroom management, lifecycle tracking, warranty management, and asset auditing to complement obligation management. Additionally, capabilities like generative AI insights and agentic workflows support advanced contract and asset management processes. Obligation Management in the Hardware Asset Workspace enables you to create obligation records to define specific instructions and obligation task types required to fulfill a contract obligation. Important: This feature is available only with Hardware Asset Management Prime SKU, starting from Hardware Asset Management version 16.0.0 and Australia patch 6. Hardware contracts such as leases, warranties, maintenance agreements, and purchase agreements each include specific commitments. Without proper tracking, organizations risk: * Missing renewal deadlines * Failing to verify vendor service level performance * Paying for repairs covered under warranty * Incurring penalties from missed purchase obligations {#manage-obligations-in-ham__ul_obw_sfs_3kc} With Obligation Management in the Hardware Asset Workspace, contract managers can create, assign, and complete contractual obligations from a single workspace. For details, see [Hardware Asset Management integration with Contract Management Pro](https://www.servicenow.com/docs/k7Y1ygAmFFcFl1y90OXGkA "Use the Hardware Asset Management (HAM) and Contract Management Pro integration to perform contract and obligation extraction from signed contract documents."). Note: You can also use the Manage contract repository agentic workflow to extract obligations from signed contracts and create obligation records automatically. For more details, see [Initiate metadata and obligation extraction from a signed contract in the Hardware Asset Workspace](https://www.servicenow.com/docs/6nqmmAGqNMYSXWxbNwRVew "Reduce manual effort by using the Manage contract repository agentic workflow to extract key metadata and obligations from an uploaded signed contract and calculate the contract reminder date.") and [Review AI-extracted obligations in the Hardware Asset Workspace](https://www.servicenow.com/docs/ECaapDWJy3U1cesW~BTyOw "Use the contract playbook to review, edit, approve, or reject obligations automatically extracted from contract documents."). ## Obligation task types {#manage-obligations-in-ham__section_cpj_sgs_3kc} Ad hoc obligation task : An obligation task that is required only once or at irregular intervals to fulfill the contract obligations. Recurring obligation task : An obligation task that is required at regular intervals to fulfill contract obligations. Recurring obligation tasks are created automatically based on the defined schedule. When you select this task type, the Frequency and Lead time fields appear on the obligation task record. The lead time determines how many days before the due date each task is created. ## Roles {#manage-obligations-in-ham__section_sys_nhs_3kc} The following roles support Obligation Management in the Hardware Asset Workspace. {#manage-obligations-in-ham__table_yff_ths_3kc__entry__2} | Role | Description | |-|-| | sn_cm_obligation.obligation_admin | Provides administrative access to Obligation Management and underlying data. | | sn_cm_obligation.obligation_fulfiller | Creates obligations and approves, rejects, or cancels obligation tasks within the Hardware Asset Workspace. | | sn_cm_obligation.obligation_user | Acts on the assigned obligation task and submits the task within Hardware Asset Workspace. | [Table 1. Roles required] {#manage-obligations-in-ham__table_yff_ths_3kc} ## Obligation Management workflow {#manage-obligations-in-ham__section_gp5_1gs_3kc} The following workflow describes how users create and manage obligations for hardware contracts.{#manage-obligations-in-ham__section_gp5_1gs_3kc-para-1} 1. A user with the sn_cm_obligation.obligation_fulfiller role creates an obligation record on a hardware contract, specifying the obligation name, category, assignee, dates, instructions, and task type. 2. The user with the sn_cm_obligation.obligation_fulfiller role also creates one or more obligation tasks. Each task inherits fields from the parent obligation record and requires a due date that falls within the obligation start and end dates. 3. When an obligation task is saved, the system sends an email notification to the assigned user with the sn_cm_obligation.obligation_user role. 4. The assigned user reviews and submits the obligation task in the Employee Center. The obligation task moves to the Awaiting Approval state. For more information, see [Work on obligation tasks](https://www.servicenow.com/docs/access?context=cncore-work-on-ob-tasks&version=australia&pubname=australia-employee-service-management&ft:locale=en-US). 5. The approver with the sn_cm_obligation.obligation_fulfiller role reviews and approves the task. For more information, see [Approve or reject obligation tasks](https://www.servicenow.com/docs/access?context=cncore-manage-ob-tasks&version=australia&pubname=australia-employee-service-management&ft:locale=en-US). 6. After approval, the obligation task moves to the Closed Complete state. {#manage-obligations-in-ham__ol_vy4_dgs_3kc} * **[Create an obligation record in the Hardware Asset Workspace](https://www.servicenow.com/docs/1EVfCv33cToEpEyeQdDTZQ)** Create an obligation record for signed contracts in the Hardware Asset Workspace to fulfill the responsibilities specified in the contract through obligation tasks. **Related concepts** * [Work with hardware normalization](https://www.servicenow.com/docs/iRnOJwFfsRBTqZeuB7kFlA "Asset Management Hardware Model Normalization enables users to normalize the details, such as manufacturer, product, model, and device type, of your hardware and consumable models. Data from the models is compared against the data in the Hardware Model Normalization Content Service.") * [Manage your inventory through pallet assets](https://www.servicenow.com/docs/Y~ramXGWLaae_jA1UelGIA "Manage your inventory effectively using pallet assets.") * [Manage loaner assets](https://www.servicenow.com/docs/OU48Ln_mhMevW5DV8sioXw "Request a loaner asset or consumable for a short period. You can also prepare the loaner asset or consumable for deployment and reclamation by using loaner asset tasks. Deploy the loaner asset or consumable for a specific period, and reclaim it on the return date.") * [Donate assets to charity organizations](https://www.servicenow.com/docs/pZeQJfnAFUwy~ciZ~uVUHQ "Use the Asset Donation flow to donate hardware and consumable assets of your organization to charity organizations.") * [Manage RMA requests](https://www.servicenow.com/docs/HxW4yvp7EKVie963PDcgbg "Initiate a Return Merchandise Authorization (RMA) process by submitting an RMA request to initiate an RMA process with your vendor. You can repair or replace a faulty asset.") * [Fulfilling hardware asset requests](https://www.servicenow.com/docs/DE2RA8juimX1N77_JvDPaA "You can fulfill hardware asset requests submitted through the Service Catalog application manually or by using the Help manage hardware asset requests agentic workflow.") * [Audit hardware asset inventory](https://www.servicenow.com/docs/ivfYqawui0_yS4CNweZQsA "Perform scheduled or blind audits of stockrooms and other locations, such as offices or datacenters, to confirm accurate inventory information.") * [Reclaim hardware assets](https://www.servicenow.com/docs/ZZ5xhRYTO9lXOVHvOU~gxQ "Reclaim hardware assets efficiently and store them in the inventory, reassign, send it for repair, or dispose of as required.") * [Manage the lifecycle of hardware models with calculated lifecycle templates](https://www.servicenow.com/docs/ZXU4UUcobvbUwT0HJG3iZA "Manage the complete lifecycle of hardware models by creating calculated lifecycle templates and associating these templates with the models.") * [Receive asset warranty details from Lenovo](https://www.servicenow.com/docs/4LMdTBEkGgsc2wRiddClWw "Connect to the Lenovo Warranty API and get the warranty details of your hardware assets.") * [Manage stockrooms](https://www.servicenow.com/docs/L4I1dHfNyMXAqFeBTqgB5g "Manage the assets in the stockroom by using appropriate stock rules, service locations, and distribution channels.") * [Track shipments using the integration framework](https://www.servicenow.com/docs/e7kyoI70TtN1qpp5JRq_cQ "Track your shipments in real time by integrating your ServiceNow instance with your third-party carrier's application through the integration framework provided by the IT Asset Management application.") * [Assess performance of Hardware Asset Management](https://www.servicenow.com/docs/GTs_XARQRfJLp2dt2IeHGg "Track the success of the Hardware Asset Management application in your instance by creating success goals. You can also create a success goal category for a success goal and track the success of your goals by creating success activities.") * [Manage refresh of assets using Zero Touch Refresh](https://www.servicenow.com/docs/e0h~4Do3By8pxb5yNbhDuw "Enable your employees to request hardware refreshes through an external vendor by using the Zero Touch Refresh flow on your ServiceNow instance. This process enables you to eliminate having to maintain a local inventory of new assets.") * [Configure the Total Cost of Ownership of assets](https://www.servicenow.com/docs/sOJ0UntpHbgXlq2PRQi1hg "Configure the Total Cost of Ownership (TCO) of assets by creating rate cards for each task in a Hardware Asset Management workflow.") * [Manage Hardware Asset Management subscriptions](https://www.servicenow.com/docs/kCWR5fqZTgUd_aIJsanlKQ "Save on Hardware Asset Management licensing cost by choosing only the Hardware Asset Management Resource Categories that you use.") * [Manage repair of defective assets in your stockroom in the Hardware Asset Workspace](https://www.servicenow.com/docs/fAtUd4D0S3CQQGVNjY3Egw "Optimize your inventory by getting the defective hardware assets in your stockroom repaired using the Repair flow.") * [Manage picking hardware assets within your stockroom for Hardware Asset Management workflows](https://www.servicenow.com/docs/1H_9bbVcW6Dp_vP4HgkuKQ "Enable the Asset pick task explicitly for your stockroom and provide granular location details of the asset to facilitate asset picking within your stockroom.") * [Manage hardware asset tasks using the Mobile Agent application](https://www.servicenow.com/docs/2fXht9tQ8jR4OCDI68O27g "Manage hardware asset tasks such as repair tasks and asset pick tasks using the intuitive Mobile Agent application.") * [Manage asset put away using the Hardware Asset Workspace](https://www.servicenow.com/docs/SHT4JF5U7Syy4Jh6vX2rYQ "Enable the Asset put away task explicitly for your stockroom to put away the assets from the receiving bay in the designated aisle-space. View the open Asset put away task and close it after specifying the aisle-space value to move the asset in the stockroom.") * [Audit your hardware assets by using Asset Attestation](https://www.servicenow.com/docs/UwILV3hKHDLynDWJ2G_D8Q "Improve the asset utilization by auditing the hardware assets assigned to your employees and validating if the employees are using the assigned assets.") * [Manage contract repository agentic workflow in the Hardware Asset Workspace](https://www.servicenow.com/docs/e3KhwsA~v6BDZgu~nao24g "Automate contract management with the Manage contract repository agentic workflow. Extract metadata and obligations from signed contracts and set renewal or termination reminders automatically to reduce manual data entry and help legal and procurement teams maintain compliance.") **Related tasks** * [Analyze hardware assets using the Generate hardware asset insights generative AI skill](https://www.servicenow.com/docs/E1wfvkI7OHnbZZlrw0fd7Q "View consolidated asset data and identify key action items with the comprehensive AI-generated analysis summary.") * [Manage asset bundles from your inventory](https://www.servicenow.com/docs/mOhJwAJ4Z0tjMWBi86Zjtw "Create asset bundles from existing assets in your inventory to track, reserve, or deploy a group of assets as a single entity.") * [Use Advanced Shipment Notification](https://www.servicenow.com/docs/JQPrMughUSfqfQk6BscFYA "Use Advanced Shipment Notification (ASN) to automate and create asset records when your assets are in transit.") * [Create an inventory stock order request](https://www.servicenow.com/docs/r435uwwNb9ft8Xkpxsa1cA "Create an inventory stock order request so that you can order new hardware in bulk for your stockrooms. The Hardware Stock Order flow tracks your order through approval, sourcing, and receiving.") * [Create a disposal order](https://www.servicenow.com/docs/USsdwDZbMq8Kaid6ZWW9hQ "Create a disposal order for hardware or consumable assets. You can create a disposal order for an asset reaching its end of life cycle or an asset that is no longer functional.") * [Request a Hardware Asset Refresh](https://www.servicenow.com/docs/YF4shnWRIvWN1WDR7X1TRA#hardware-asset-refresh "Use the Hardware Refresh request flow to track the aged hardware assets that are nearing the end of their life cycle. Replace them with new hardware assets.") * [Manage your expiring contracts for leased hardware assets](https://www.servicenow.com/docs/vv0B5WfxWeHhGgiTKbBAXQ "Use the lease contract expiration flow and decide on what to do before your leased hardware asset contract expires. Get notifications about the lease contracts that are nearing their expiration dates.") * [View RFID information of assets](https://www.servicenow.com/docs/47ltji9ZccyvyxrM3nWbAw "View the Radio Frequency Identification (RFID) information of assets to manage and locate important assets easily.") * [Create an internal lifecycle in the Hardware Asset Workspace](https://www.servicenow.com/docs/JbbTksNXKKUTL~vtQaHW9Q "Create a custom (internal) lifecycle to explicitly specify lifecycle dates for a selected hardware or consumable model in the Hardware Asset Workspace.") * [Calculate the active lifecycle phase for a model](https://www.servicenow.com/docs/8mCZZIoddCEPiWCviPFaXw "Recalculate the active life cycle phase for a hardware or consumable model without waiting for the scheduled daily job.") * [Track asset location using indoor maps](https://www.servicenow.com/docs/zSIjt_~_uOrkpfZ5_kux0A "Locate and track the consumables and hardware, bundle, and pallet assets in your organization by using indoor maps. Indoor maps provide an interactive interface that enables you to visualize the location of your assets within your campuses, buildings, floors, and places.") * [Acknowledge receipt of assets on the Employee Center portal](https://www.servicenow.com/docs/MSUW78DLoL2UZeNjnBur3A "After receiving hardware or consumable assets that were in transit and reserved for you, confirm their receipt on the Employee Center portal.") * [Update associated Decision tables for HAM flows](https://www.servicenow.com/docs/ztktGKNrpL94ZS_4ymybgA "Update associated Decision tables for Hardware Asset Management (HAM) flows to trigger a new or customized HAM flow.")