Contract renewal workflow

  • Release version: Zurich
  • Updated July 31, 2025
  • 2 minutes to read
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    Summary of Contract renewal workflow

    The contract renewal workflow in ServiceNow Zurich release provides a streamlined process to renew contracts that are near expiration or already expired. It manages the renewal lifecycle by creating, validating, approving, and activating new contract records that reference the original contracts. This workflow supports multiple contract models including software licenses, subscription contracts, maintenance agreements, and warranties. It also handles related entities such as hardware assets, software entitlements, terms and conditions, and rate cards to ensure comprehensive contract management.

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    Key Features

    • Contract renewal request: Initiate renewal for contracts approaching expiry or already expired.
    • Contract selection: Renew multiple child contracts linked to a parent contract simultaneously.
    • Build renewal: Enter renewal details including contract information and terms.
    • Asset selection: Add or remove hardware or enterprise assets for inclusion in the renewal, with visibility into assets carried over.
    • Software assets selection: Manage software entitlements to include or exclude in the renewal process.
    • Terms and conditions: Update or carry over contractual terms for the new contract.
    • Rate cards: Attach rate card details to track contract-related expenses.
    • Renewal confirmation: Review all renewal details prior to completion.
    • Renewal approval: Approve or reject renewal requests at the contract line level.
    • Renewal purchase order: Manage purchase orders associated with assets covered by the renewed contract.
    • Cancellation: Ability to cancel renewal processes at various stages for contracts, requests, request lines, and tasks, noting that tasks cannot be edited once closed.

    Prerequisites and Configuration

    • Activate the Software Asset Management Professional (com.snc.samp) plugin to enable the workflow.
    • For managing hardware or enterprise asset contracts, install the respective Hardware Asset Management or Enterprise Asset Management applications from the ServiceNow Store.
    • Enable the sncontractenablerenewalflow system property to activate the renewal workflow. This property defaults to false if existing asset management modules are in use, and true for new users.

    Domain Separation Support

    The workflow supports domain separation with data separation, ensuring requests, request lines, and tasks are created within the appropriate contract domains. The sncontractenablerenewalflow system property also supports domain separation to maintain data integrity and compliance across domains.

    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.