Overview

Allocating and Deallocating Software Licenses involves the systematic process of assigning licenses to users or machines when needed and reclaiming them when they are no longer in use.

By efficiently allocating and deallocating software licenses, organizations can optimize their software investments, ensure compliance with licensing agreements, and minimize the risk of over-licensing or under-licensing software applications. This process is an essential component of effective IT asset management practices.

Allocate Software Licenses

To allocate Software Licenses, perform the following steps:

1. Navigate to Asset Management > Software (SW) > Allocate & Deallocate - SW.
   The Allocate & Deallocate - SW List page is displayed. Click New to create a new configuration.
   Figure: Allocate & Deallocate - SW List page
   
   
2.  On the new Allocate configuration page, provide all the required details as shown below and click Save.
   See Field Description for more information on field values.
   Figure: Allocate Details page

Field Description

This table contains the list of fields and their descriptions that are available under the Allocate SW Details page:

Field	Description
General Details
Tenant *	Select the required Tenant from the list. This is a mandatory field.
Store *	Select the store from the list where the assets are added. This is a mandatory field. For more information on Asset Locations (Store and Floor), refer to AM Location Master - Overview.
Publisher *	Select the required Publisher from the drop-down.
License Name *	Select the Software License Name from the drop-down.
License Model *	Select the License Model for the Software License that you want to add. Choose the License Model from available options: Core Based, Device Based, Processor Based, and User Based.
License Type *	Choose the Software License Type form available options: Client Provided, Open License, and Subscription.
Customer	Select the required Customer from the list. This is an optional field.
Sub Status	Select Sub Status from the drop-down.
Check out the General Details configuration through the below gif:
Quantity Details
Total Quantity	Displays the overall quantity of Software Licenses in the chosen Store, specific to the Tenant.
Available Quantity	Displays the number of Software Licenses ready or available to be allocated to User or Machine.
Allocation Details
Allocate To *	Choose between User or Machine condition for allocating the Software License based on the requirement. Figure: Allocate To option
Allocation Date *	Pick a date from the calendar for allocating the Software License.
Allocation Licensed Quantity *	Specify the quantity of Licenses you wish to allocate.
Allocation Type	Choose whether the allocated accessory should be Temporary or Permanent. Figure: Allocation Type
Request ID	Mention the Request ID (if any).
Remarks	Feel free to enter any remarks if needed.
Allocation Types There are currently two types of allocation available, allocate to a User or Machine. Let's see both in action! 1. Allocate to User When Allocate To option is selected as User, an Assigned User field is displayed to select the Username to whom the license must be allocated. 2. Allocate to Machine When Allocate To option is selected as Machine, a Type and Fixed Asset fields are displayed to select the type of the machine and the fixed asset to which the license must be allocated.

3. Once the configuration is saved, the license can be viewed on the Allocate & Deallocate- SW List page under Allocate section. This will be sent to the IT Manager and Allocated User Manager for approval.
Figure: Workflow Timeline - Approval information for allocation

Figure: IT Manager Approver status pop-up

Figure: Allocated User Manager Approval status pop-up

4. Click the View Workflow Diagram icon to view the workflow pop-up.
Figure: Workflow pop-up

5. After receiving approval from both the IT Manager and Allocated User Manager, the license will be officially allocated and its status will be updated to Allocated. You can view this record on the Allocate & Deallocate - SW List page within the Allocated section.

Figure: Workflow Timeline - after approval

Deallocate Software Licenses

To perform deallocation action on Software Licenses, perform the following steps:

1. Navigate to Asset Management > Software (SW) > Allocate & Deallocate - SW.
   The Allocate & Deallocate - SW List page is displayed. Navigate to Allocated column to deallocate the allocated licenses.
   Figure: Allocate & Deallocate - SW List page - Allocated column
   
   
2.  Click the required Transaction ID hyperlink to open the allocated License Details page. Click the green Allocated option drop-down to select Deallocate option as shown below.
   Figure: Allocated License Details page - Deallocate option
   
   
3.  Upon clicking the Deallocate option, the Deallocation Details segment is displayed at the end of the page.
   Select the Deallocation Date and provide the relevant Deallocation Remarks. Click Save to save the configuration and perform deallocation.
   Figure: Deallocate - SW Details page - Deallocation Details

Field Description

This table contains the list of fields and their descriptions that are available under the Deallocate SW Details page:

4. Once the deallocation configuration is saved, the License can be viewed on the Allocate & Deallocate- SW List page under Deallocate section. This will be sent to the Reporting Manager and IT  Manager  for approval.
Figure: Workflow Timeline - Approval information for deallocation

Figure: Reporting Manager Approver status pop-up

Figure: IT Team Approval status pop-up

4. After receiving approval from both the Reporting Manager and IT Manager, the License will be officially deallocated and its status will be updated to Deallocated. You can view this record on the Allocate & Deallocate - SW List page within the Deallocated section.
Figure: Workflow Timeline - after approval