Overview

Approvals for 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 Approvals

To approve deactivation of Accessory(s), perform the following steps:

1. Navigate to Asset Management > Approval > Software - Allocate & Deallocate Approvals. The SW - Allocate and Deallocate approval list page is displayed with all the configured software.
   Figure: SW - Allocate and Deallocate Approvals List page
   
   
2. Click and open the Transaction ID to view the approval request to deallocate the software. See Field Description for more information on field values.
   Figure: Allocate Approval

Field Description

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

Field	Description
Tenant *	The selected Tenant is displayed. It is a non-editable field.
Store *	The selected Store of the Accessory is displayed. It is a non-editable field.
Publisher*	The selected Publisher name is displayed.
License Name*	The selected license name based on the publisher name is displayed.
License Model*	The License Model is displayed. Core based - This model is based on the number of processor cores the software will utilize Device based - This model is based on the number of physical devices on which the software is installed. Processor based - This model is based on the number of physical processors in the server. User based - This model is based on the number of users who access the software.
License Type*	The License Type chosen will be displayed. Client provided - These are provided by a software vendor. Open license - This software is free to use, modify, and distribute. Subscription - Users pay a recurring fee to use the software.
Customer	Displays the Customer Name.
Reference Id	Displays the reference ID.
Customer	The Customer from the list is displayed. This is an optional field.
Quantity Details
Total Quantity	Displays the overall quantity of Software in the chosen Store, specific to the Tenant.
Available Quantity	Displays the number of Software ready or available to be allocated to a User or Machine.
Allocation Details
Allocate To*	The chosen User or Machine for allocating the Software License based on the requirement is displayed. Figure: Allocate To option
Allocation Date*	The dates picked from the calendar for allocating the Software License is displayed. .
Assigned User	Displays the assigned user selected.
Allocation Licensed Quantity	Displays the quantity of Licenses you wish to allocate.
Allocation Type	Displays whether the allocated accessory should be Temporary or Permanent. Figure: Allocation Type
Request Id	Displays the Request ID (if any).
Remarks	The remarks if any are displayed.

3. Click Approve to allocate the asset. On the Workflow approval pop-up window, select Approve or Reject from the status drop-down.Figure: Workflow approval

This will be sent to the IT Manager Approver and Allocated User Manager Approval for approval. Figure: Workflow Timeline

Figure: Reporting 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 the Reporting Manager and IT Team Approval, the Software will be officially allocated, and its status will be updated to Allocated. You can view this record on the Allocate and Deallocate - SW List page within the Allocated tab.

Figure: Workflow Timeline - after approval

5. 

5. If the Reporting Manager rejects the allocation request, the software is moved to Allocation Rejected state. You can view this record on Allocated & Deallocated  - SW List page within the Allocation Rejected tab.

Figure: Workflow Timeline - after rejection

Deallocate Software Approvals

To approve reactivation of Accessory(s), perform the following steps: 

1. Navigate to Asset Management > Approval> SW - Allocate and Deallocate Approvals.
   The SW- Allocate and Deallocate approval list page is displayed.
   
   Figure: SW - Allocate and Deallocate Approval List page
   
   
2.  Click the required Transaction ID hyperlink to open the allocated Software Details page. Click the green Allocated option drop-down to select the Deallocated option as shown below.Figure: Deactivated Accessory Details page - Reactivate option
3.  Upon clicking the Deallocate option, the Deallocation Details segment is displayed at the end of the page.
   Select the Deallocation Date, and Remarks. Click Save to save the configuration and perform deallocation.Figure: Deallocation Details
   
   
   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 software can be viewed on the Allocate and Deallocate - SW List page under Deallocated section. This will be sent to the Store Manager and IT Manager for approval.Figure: Workflow Timeline - Approval information for deallocation

Figure: Reporting Manager Approval status pop-up

Figure: IT Manager Approval Timeline

4. After receiving approval from both the Reporting Manager and IT Manager, the Software 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