Using Software Asset Workspace

Use the Software Asset Workspace, the intuitive and streamlined user interface of the Software Asset Management application, to manage software licenses, compliance, and optimization.

• Create entitlements in workspace
  Create entitlements in the Software Asset Workspace to enter your license details and allocate purchased software rights to users or devices.
• Import bulk entitlements in workspace
  You can import multiple entitlements at one go in the Software Asset Workspace.
• Install Software Asset Management Guided Experiences
  Install the Software Asset Management Guided Experiences (com.sn_sam_playbook) application for step-by-step guidance for completing tasks in your daily software management activities. The application includes demo data and installs related ServiceNow® Store applications and plugins if they aren’t already installed.
• Create entitlements using the guided walk-through
  Use the guided walk-through playbook for a step-by-step process of creating entitlements.
• Create a software model in the Software Asset Workspace
  Create a software model in the Software Asset Workspace. Add product details that are used to connect software rights that you purchased with software installations that are discovered on your system.
• Run software reconciliation in the workspace
  Reconciliation is run as a scheduled job (default is weekly), but you can also run reconciliation manually to reconcile software products in the Software Asset Workspace environment on-demand.
• Generate an Effective License Position (ELP) report
  Generate an ELP report to gain detailed insights into the consumption details of different groups within your organization.
• Create a software removal candidate in workspace
  Removal candidates reclaim software resources in your environment. They are created automatically from reclamation rules or can be created manually.
• Reclaim software
  Optimize your environment by reclaiming or removing installed software that is not being used or used infrequently.
• Create a catalog request to reclaim assets
  Create a catalog request to efficiently reclaim software assets when an employee leaves an organization or moves to a different role.
• Create and manage reports in workspace
  Create and manage your report tiles in the Software Asset Workspace.
• View your cluster setup in 360 degrees
  Get a 360-degree perspective of your cluster setup to manage license consumption across the cluster.
• View calculations for your licenses in workspace
  Evaluate the license compliance of software applications by viewing the details for all required licenses through the Software Asset Workspace License usage view.
• Create group allocations
  Create group allocations to allocate licenses to all the members of the assignment group.
• Create device allocation
  Create a device allocation for a software entitlement to specify devices that have been granted rights.
• Copy user or device allocations
  Copy user or device allocations from one entitlement to the other.
• Create consumption rules
  Create consumption rules to restrict license consumption to certain entities within your organization.
• Link consumption rules to entitlements
  After you've created a consumption rule, you must link the rule to one or more entitlements.
• Create a comprehensive lifecycle report using a guided experience
  Use a guided experience to improve your lifecycle data completeness.
• View discovered engineering licenses in workspace
  View a list of all the discovered and normalized software for your engineering applications in the Software Asset Workspace.
• View engineering license servers in workspace
  View the list of license management servers that OpenLM or Open iT connect with to get data into your ServiceNow instance in the Software Asset Workspace.
• Add custom software products in workspace
  Add a custom software product for any publicly available software product that does not exist in the Software Asset Management Content Library. Custom software products enable you to normalize and account for software products that aren’t part of the Software Asset Management Content Library yet.
• View custom software product suggestions in workspace
  View the product suggestions that enable you to consolidate your custom software products with corresponding software products in the Software Asset Management Content Library. By consolidating these software products, you can update all references to your custom software products with references to the software products in the Content Library. You can choose to accept or reject these suggestions.
• View license usage for your installations
  Track your installation to license journey by connecting software installations to the licenses consumed and identifying statuses such as licensed, unlicensed, ignored, or requiring action.
• Create averages for product life cycles in workspace
  Create averages to calculate software End of Life (EOL) and End of Support (EOS) life cycles in the Software Asset Workspace.
• Use publisher add-on lifecycles in the Software Lifecycle Report
  If you purchase an add-on or optional support for a software product, enable the Software Asset Management application to automatically update the life-cycle dates of that product with the extended life-cycle dates of the add-on or optional support. These updated life-cycle dates are populated in the Software Lifecycle Report [sam_sw_product_lifecycle_report] table.
• Manually override edition value in workspace
  If the edition of a software installation is not automatically discovered, you can specify the edition on the Software Installation form (if known) so the software can be successfully reconciled.
• View normalization suggestions in the Software Asset Workspace
  View normalization suggestion records in the Software Asset Workspace that are created for discovery models. You can accept or reject these suggestions.
• Manually normalize a software model in the Software Asset Workspace
  You can manually normalize a software discovery model that hasn’t been fully normalized (partially normalized, publisher normalized, or match not found) to reconcile it.
• Revert normalization in the workspace
  You can revert the normalization of discovery models in the Software Asset Workspace.
• Create parent-child relationships between software products
  Create and define the parent-child relationships between your software products so that your child products can inherit life-cycle dates from their parent products.
• View Export Classification Control Number (ECCN) mappings for your software products
  View the list of ECCNs that are mapped to your software products. Use this information to identify the products that are subject to U.S. export control regulations.
• View or create software usage
  View software usage records to track the usage of software products that you have created reclamation rules for. You can also create software usage records manually from third party integrations or Microsoft SCCM integrations.
• View SAP engines in workspace
  View the monthly engine usage measurements for SAP clients based on the license metric for each engine.
• View SAP users in workspace
  View all the discovered users pulled from the SAP systems in the Software Asset Workspace.
• Create a custom named user type in workspace
  Create a custom named user type that can be used with your SAP software entitlement in the Software Asset Workspace. Creating a custom named user type allows users to track licenses that are specific to their SAP systems.
• Create custom SAP price lists in workspace
  Create custom SAP price lists so that you can track and manage SAP licenses based on the contracts that are specific to your SAP system.
• View SSO applications in workspace
  View details related to applications that you can connect through a SSO provider in the Software Asset Workspace.
• View SSO groups in workspace
  View details related to all SSO groups that have access to a SSO application in the Software Asset Workspace.
• View SSO users in workspace
  View details of all users that have direct access to a SSO application in the Software Asset Workspace, but not through membership in a group.
• Create a software client access record in workspace
  Add a client access record to track and manage the users or devices that are accessing a particular version of your server software using a client access license (CAL).
• Create a resource value record
  Create a resource value record for each software model for which you want to calculate licensing requirements.
• Create user subscriptions in the workspace
  Create software subscriptions for SaaS and SSO applications for users in the Software Asset Workspace.
• Create a product workload mapping for CrowdStrike products
  Create a product workload mapping for your CrowdStrike products for accurately associating specific products with the types of workloads they manage.
• View publisher part number (PPN) suggestions in workspace
  View Content Service suggestions for your custom PPNs and DMAPS in the Software Asset Workspace.
• Manage phase-wise Software Asset Management implementation
  Carry out phase-wise Software Asset Management implementation by publishing only on a few software products that you want to manage initially. You can also remove the software products from the published list when you no longer want to manage those products.
• Create product install conditions
  Create product install conditions in the Software Asset Workspace that apply across all software models of a product during reconciliation.
• Create or update an override license cost record
  Create or update an override license cost record for your software entitlements based on your requirements.
• Create an unrecognized publisher integration mapping
  Create an unrecognized publisher-to-subscription integration mapping for your engineering applications. You can create these mappings when the content resolver doesn't automatically identify a specific publisher.
• Create an end of life workflow request for your software products
  Manage risks associated with your software product installations that have reached the end of life (EOL) or are reaching EOL in the next 18 months. You can create an EOL request and take the required action for the EOL software.
• Complete the end of life workflow request for your software product
  Perform all the tasks that are required to remove the end of life (EOL) software products from your asset inventory.
• Create demand to rationalize software applications
  Create demands to rationalize SaaS and SSO applications by discontinuing software subscriptions, reducing software usage, and migrating users to approved software.
• Create a demand requirement
  Create a demand requirement for rationalizing your SaaS and SSO applications.
• Install Content library portal for Software Asset Management
  Install the Content library portal store application to view the data stored in the Software Asset Management Content Service.
• Use manage contract repository agentic workflow in the Software Asset Workspace
  Use the manage contract repository agentic workflow to improve productivity by extracting metadata and obligations automatically from signed contracts. Set the contract reminder dates for contract renewal or termination.
• Manage obligation tasks in the Software Asset Workspace
  Create obligation records to define specific instructions and obligation task types required to fulfill the contract obligation in the Software Asset Workspace.