Renewals calendar view

  • Release version: Yokohama
  • Updated January 30, 2025
  • 2 minutes to read
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    Summary of Renewals calendar view

    The Renewals calendar in the Software Asset Workspace provides ServiceNow customers with a visual tool to monitor software entitlements and contracts that are approaching expiration or have already expired. It is accessible to users withsamuserandsamadminroles through the Software Asset Workspace by navigating to the Renewals calendar. Activation of the Software Asset Workspace plugin (com.snsamworkspace) is required to use this feature.

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    Key Features

    • Visual calendar and list views: Display contracts and entitlements with renewal dates, enabling straightforward tracking.
    • Contract and entitlement details: View contract name, renewal start and end dates, total cost, and entitlement start/end dates directly within the calendar or list view.
    • Filtering options: Filter renewals by time frames (e.g., 60, 90, 120, or 150 days past/until renewal), renewal type (contracts, entitlements, or both), publisher, product, contract model, cost center, and domain.
    • Renewal period display: The calendar shows renewal start dates calculated by subtracting the chosen days past/until renewal from the contract or entitlement end date.
    • Interactive contract and entitlement forms: Selecting an item on the calendar opens a form to renew, adjust, or cancel contracts; note that contracts must exist or be associated before proceeding with renewals.
    • Cost center grouping: Upcoming renewals are grouped by cost center for better financial management visibility.
    • Current date indicator: A red line marks the current date, with visual bars extending six months before and after to provide context on contract and entitlement durations.
    • Domain support: Domain data on the Renewals calendar requires installation of specific plugins (com.glide.domain.mspextensions.installer and com.snc.pa.domainsupport).

    Key Outcomes

    ServiceNow customers can use the Renewals calendar to proactively manage software asset contracts and entitlements by easily identifying upcoming renewal deadlines and expired agreements. This enables timely decision-making for renewals, adjustments, or cancellations, helping optimize software asset investments and maintain compliance. The ability to filter and view critical contract details in a consolidated visual interface supports efficient asset management workflows and cost center accountability.

    Use the Renewals calendar in the Software Asset Workspace to view the entitlements nearing their expiry date and contracts nearing their expiry date or are already expired.

    The sam_user and sam_admin roles can gain an understanding of the upcoming contract and entitlement renewals and expired contracts by navigating to Software Asset Workspace > Renewals calendar.
    Note:
    Activate the Software Asset Workspace (com.sn_sam_workspace) plugin to view the Renewals calendar.
    This view shows upcoming and expired renewals with the following conditions:
    • The contract must be active.
    • Contracts expiring in 90 days or fewer.
    • The end date of the contract must not be empty.
    • The state of the contract is active or expired.
    • The substate of the contract is either Awaiting review or Renewal rejected.
    • Contracts with contract model types such as Subscription, Software License, and Maintenance.
    • Entitlements with only license types of Perpetual or Subscription.
    • Entitlements without any associated contract.
    Figure 1. Renewals calendar view
    Renewals calendar showing the upcoming and expired renewals.
    The Renewals calendar lets you view:
    • Calendar and list view of contracts and entitlements
    • Details of contracts and entitlements in the calendar view

      You can switch to the list view from the top-most right corner of the Renewals calendar page.

      • Contracts
        • Contract name
        • Renewal start date for contracts nearing their end date
        • Renewal start date for expired contracts
        • Contract end date
        • Total cost
      • Entitlements
        • Entitlement name
        • Start date
        • End date
          Note:
          The end date for perpetual entitlements is the maintenance expiration date.
        • Total cost
      Note:
      The calendar view shows the Renewal start date, which is calculated by 
      End date - Days past/until renewal
      . Select the Days past/until renewal value such as 60, 90, 120, or 150 days. You must open the contract and entitlement record to view the actual start date.
    • Number of upcoming contracts and entitlements renewals grouped based on the cost center in the left pane
    • Contract information form on selecting the contract bar
      Note:
      You can renew, adjust, or cancel a contract from this record form.
    • Entitlement information form on selecting the entitlement bar
      Note:
      You must create or associate a contract to proceed with the contract renewal workflow.
    • A red line showing the current date. The contract or entitlement bar on the calendar view displays the start date as six months before the current date and the end date as six months after the current date.
    You can filter and narrow down your results by:
    • Upcoming renewals based on the time scale in the calendar view
    • Days past or until renewal such as for 60, 90, 120, or 150 days
    • Renewal types such as All contracts, All entitlements, and All contracts and all entitlements
    • Publisher, Product, Contract model, and Cost Center subfilter based on the renewal type
    • Domain
      Note:
      You must install the Domain Extension Installer [com.glide.domain.msp_extensions.installer] and Domain Support [com.snc.pa.domain_support] plugins to view the domain data on the Renewal calendar view.