Overview

Approvals for deactivating and reactivating Software refer to providing approvals to deactivate or reactivate Software associated with Fixed Assets. Software could include Adobe Photoshop, Microsoft Office, Microsoft Visual Studio.

Managing software in asset management is about having a structured and proactive approach to handling all aspects of software assets, from acquisition to deployment to maintenance and retirement. 

This process ensures accurate inventory, cost savings by avoiding unnecessary expenses, and resource optimization by reallocating resources to critical areas. It also enhances security by preventing vulnerable devices and streamlines processes by ensuring smooth IT operations.

Deactivate Accessories Approvals

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

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

Field Description

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

Field	Description
Tenant *	Displays the selected Tenant from the list. This is a mandatory field.
Store *	Displays the selected Store from the list.
Publisher*	The chosen Publisher name is displayed.
License Name*	The selected License Name based on the publisher is displayed.
License Model*	The License Model from the below listed items 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 selected is 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	The Customer name selected is displayed.
Reference Id	The Reference ID is displayed.
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.
Deactivation Details
Deactivation Quantity*	Specifies the number of Software you wish to deactivate.
Deactivation Date*	Displays the date from the calendar for deactivating the Software.
Deactivation Remarks	Displays the remarks if any.

3. Click Approve to deactivate 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 Store Manager Approval and IT Manager Approval for approval. 
Figure: Workflow Timeline

Figure: Store Manager Approver status pop-up

Figure: IT Manager Approver status pop-up

4. After receiving approval from the Store Manager and IT Manager, the Software will be officially deactivated, and its status will be updated to Deactivated. You can view this record on the Deactivate & Reactivate - SW List page within the Deactivated tab.

Figure: Workflow Timeline - after approval

5. If the Store / IT Manager rejects the deactivation request, the software is moved to the Deactivation Rejected state. You can view this record on Deactivate & Reactivate  - SW List page within the Deactivation Rejected tab.

Reactivate Accessories Approvals

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

1. Navigate to Asset Management > Approval> SW - Deactivate & Reactivate Approvals.
   The SW- Deactivate & Reactivate approval list page is displayed.
   
   Figure: SW - Deactivate & Reactivate Approval List page
   
   
2.  Click the required Transaction ID hyperlink to open the deactivated Software Details page. Click the red Deactivated option drop-down to select Reactivate option as shown below.
    Figure: Deactivated Accessory Details page - Reactivate option
3.  Upon clicking the Reactivate option, the Reactivation Details segment is displayed at the end of the page.
   Select the Reactivation Date, and Remarks. Click Save to save the configuration and perform reactivation.
   
   Note

   When any software is deactivated, the same quantity of software can be reactivated and hence the Reactivation Quantity will have the Deactivation Quantity value by default.

   Figure: Reactivate - AC Details page - Reactivation Details

Field Description

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

4. Once the reactivation configuration is saved, the software can be viewed on the Deactivate & Reactivate - SW List page under Reactivate section. This will be sent to the Store Manager and IT Manager for approval.Figure: Workflow Timeline - Approval information for deallocation

Figure: Store Manager Approver status pop-up

Figure: IT Team Approval status pop-up

4. After receiving approval from both the Store Manager and IT Manager, the Software will be officially reactivated, and its status will be updated to Reactivated. You can view this record on the Deactivate & Reactivate  - SW List page within the Reactivated section.Figure: Workflow Timeline - after approval

5.  If the Store / IT Manager rejects the reactivation request, the software is moved to Reactivation Rejected state. You can view this record on Deactivate & Reactivate  - SW List page within the Reactivation Rejected section.