---
sourceDocument: Xanadu IT Asset Management
sourceDocumentLink: https://www.servicenow.com/docs/r/xanadu/it-asset-management

 Release :

    - xanadu

ft:locale :

    - en-US

ft:publication_title :

    - Xanadu IT Asset Management

ft:clusterId :

    - itam

bundleId :

    - itam

workflow :

    - Technology


---

# Create maintenance entitlements in workspace

# Create maintenance entitlements in workspace {#ariaid-title1}

* Release version: Xanadu
* 
* Updated August 1, 2024
* 
* ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 3 minutes to read

Define license details, for all publishers other than Microsoft in the
Software Asset Workspace. Create maintenance entitlements to manage all your software
license maintenance needs such as start and end dates of your contracts and software
upgrades.

## Before you begin

Role required: sam_user or sam_admin

## Procedure

1. Navigate to AllSoftware assetSoftware Asset Workspace.
2. Click Create entitlement to open the Create new entitlement dialog box.  
   You can also navigate to the Create new entitlement dialog box from Software assetSoftware Asset WorkspaceLicense operations.
3. Select Standard form and then click Next.  
   The Create New Software Entitlement page opens and the entitlement is in build status.
4. On the Create New Software Entitlement page, fill in the mandatory fields and select Maintenance in the License type field.  
   For a detailed description of all the fields, refer to [Software entitlement fields](https://www.servicenow.com/docs/1hYqL8s4p6Tnk7n6xuKcLA "Software Entitlement form and related list field descriptions.").

   If the Next Version field is populated in the software model that the maintenance entitlement is associated with and the metric group selected in the maintenance entitlement is
   Common, then the maintenance entitlement is updated with the next version of the software model. Next version is applicable only for the Common metric group.
5. Once you have entered the required details, click Publish.  
   The maintenance entitlement is created and state of the entitlement is changed to in use from build. The maintenance entitlement is ready to be picked up for the reconciliation process.  
   Note:  
   If you purchase a perpetual entitlement and associate only some of the rights of that entitlement with a maintenance entitlement, your perpetual entitlement is automatically split into two entitlements. For example, you purchased a perpetual entitlement with 50 active rights (E1). You associate 20 of these rights with 20 rights of a maintenance entitlement. Your E1 perpetual entitlement is now automatically split into two entitlements: one perpetual entitlement (E1) with 20 active rights (and 50 purchase rights) associated with 20 rights of the maintenance entitlement (M1) and another perpetual entitlement (E2) with 30 active rights without any maintenance association and no purchased rights.
6. You can perform additional configuration on your new maintenance entitlement record.  
   For a detailed description, see [Software entitlement fields](https://www.servicenow.com/docs/1hYqL8s4p6Tnk7n6xuKcLA "Software Entitlement form and related list field descriptions.").

   You can't add user or device allocations for maintenance entitlements.
   1. Enter information pertaining to finance such as the vendor from which the asset was purchased, the invoice number, in the Financial tab.
   2. Enter information relating to contracts such as the lease contracts, the expiration date of the warranty in the Contracts tab.
   3. Link related perpetual entitlements to your maintenance entitlement from the Related Entitlements related list.  
      1. Select the Related Entitlements related list and then click New.

         The Create New Related Entitlement form opens in a new tab.
      2. On the form, fill in the fields.  
         {#create-maint-entitlements-workspace__table_pzq_r54_4rb__entry__2}

         | Field | Description |
         |-|-|
         | Active rights | Number of rights that you want to grant to the related perpetual entitlement. |
         | Software Entitlement | Software entitlement that you are linking the related perpetual entitlement to. This field populates automatically. |
         | Related Entitlement | Related perpetual entitlement that you want to link. |
         | Domain | Domain that the related perpetual entitlement applies to. The default value is global. |
         [Table 1. Create New Related Entitlement form]

         {#create-maint-entitlements-workspace__table_pzq_r54_4rb}
      3. Click Save.

      {#create-maint-entitlements-workspace__ol_gmt_354_4rb}

      To remove the relationship between the perpetual and maintenance entitlement, remove the entitlement from the Related Entitlements related list in the maintenance entitlement.

      If the entitlement has split and you've deleted the maintenance entitlement, the perpetual entitlement is not removed.
   4. View the downgrade rights for the software model associated with the maintenance entitlement in the Downgrade Rights related list.
   5. To manage license keys, and specify which licenses keys are allocated to entitlements, click the License Keys related list
   6. To track the cost of your software over its lifecycle, click the Expense Lines related list.
   7. To view the history of all maintenance entitlements that you have purchased, click theEntitlement History related list.  
      For example, if you purchased two maintenance entitlements, M1 (which is now retired) and M2 (currently in use), the Entitlement History related link displays both M1 and M2.
   8. To view the history of the newly upgraded software model related to your entitlement and the previous software model, click the Upgrade History related list.
   {#create-maint-entitlements-workspace__substeps_jjp_lhy_xjb}
7. Once you have completed filling in the additional configuration details, click Save.

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