---
title: "Overview"
slug: "overview-sw-deactivate-reactivate-approvals"
updated: 2025-02-28T07:02:26Z
published: 2025-02-28T07:02:26Z
canonical: "help.symphonysummitai.com/overview-sw-deactivate-reactivate-approvals"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.symphonysummitai.com/llms.txt
> Use this file to discover all available pages before exploring further.

# 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.

Let's explore the following use case!

| **Use Case****User Persona: ITAM Analyst** | **Solution** |
| --- | --- |
| NovaTech has a dynamic workforce with employees frequently joining and leaving projects, changing roles and sometimes taking extended leaves. The firm uses several licensed software applications critical for their operations. The company is faced with the challenge of optimizing costs and ensuring compliance with licensing agreements. | Ira can Deactivate and Reactivate Software based on different scenarios on **Deactivate & Reactivate - SW** page. Deactivation and reactivation of Software involve obtaining approvals from relevant stakeholders such as Store and IT Manager. Ira manages this process to ensure smooth workflow continuity managing costs, ensuring compliance, and maintaining operational efficiency. All actions are logged for transparency and accountability, optimizing license utilization and minimizing expenses. |

## Deactivate Software 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 softwares![](https://cdn.document360.io/62351b42-cfbd-43ad-8ce1-82b8f455337f/Images/Documentation/image-1716979378616.png?sv=2026-02-06&spr=https&st=2026-10-26T08%3A15%3A54Z&se=2026-10-26T09%3A15%3A54Z&sr=c&sp=r&sig=mxlvf9IaeVOiqpLABruQ3DTIlVQh%2BNKX3KT1sckAaiE%3D)Figure: 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.![](https://cdn.document360.io/62351b42-cfbd-43ad-8ce1-82b8f455337f/Images/Documentation/image-1716979515668.png?sv=2026-02-06&spr=https&st=2026-10-26T08%3A15%3A54Z&se=2026-10-26T09%3A15%3A54Z&sr=c&sp=r&sig=mxlvf9IaeVOiqpLABruQ3DTIlVQh%2BNKX3KT1sckAaiE%3D)Figure: Deactivate Approval

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**. |
| ![](https://cdn.document360.io/62351b42-cfbd-43ad-8ce1-82b8f455337f/Images/Documentation/image-1716547427900.png?sv=2026-02-06&spr=https&st=2026-10-26T08%3A15%3A54Z&se=2026-10-26T09%3A15%3A54Z&sr=c&sp=r&sig=mxlvf9IaeVOiqpLABruQ3DTIlVQh%2BNKX3KT1sckAaiE%3D) |
| **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. ![](https://cdn.document360.io/62351b42-cfbd-43ad-8ce1-82b8f455337f/Images/Documentation/image-1716811814852.png?sv=2026-02-06&spr=https&st=2026-10-26T08%3A15%3A54Z&se=2026-10-26T09%3A15%3A54Z&sr=c&sp=r&sig=mxlvf9IaeVOiqpLABruQ3DTIlVQh%2BNKX3KT1sckAaiE%3D)Figure: Workflow approval

This will be sent to the **Store** **Manager Approval** and **IT Manager Approval** for approval. ![](https://cdn.document360.io/62351b42-cfbd-43ad-8ce1-82b8f455337f/Images/Documentation/image-1716806778977.png?sv=2026-02-06&spr=https&st=2026-10-26T08%3A15%3A54Z&se=2026-10-26T09%3A15%3A54Z&sr=c&sp=r&sig=mxlvf9IaeVOiqpLABruQ3DTIlVQh%2BNKX3KT1sckAaiE%3D)Figure: Workflow Timeline

![](https://cdn.document360.io/62351b42-cfbd-43ad-8ce1-82b8f455337f/Images/Documentation/image-1717050709407.png?sv=2026-02-06&spr=https&st=2026-10-26T08%3A15%3A54Z&se=2026-10-26T09%3A15%3A54Z&sr=c&sp=r&sig=mxlvf9IaeVOiqpLABruQ3DTIlVQh%2BNKX3KT1sckAaiE%3D)Figure: Store Manager Approver status pop-up

![](https://cdn.document360.io/62351b42-cfbd-43ad-8ce1-82b8f455337f/Images/Documentation/image-1717050809250.png?sv=2026-02-06&spr=https&st=2026-10-26T08%3A15%3A54Z&se=2026-10-26T09%3A15%3A54Z&sr=c&sp=r&sig=mxlvf9IaeVOiqpLABruQ3DTIlVQh%2BNKX3KT1sckAaiE%3D)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.

![](https://cdn.document360.io/62351b42-cfbd-43ad-8ce1-82b8f455337f/Images/Documentation/image-1717058434158.png?sv=2026-02-06&spr=https&st=2026-10-26T08%3A15%3A54Z&se=2026-10-26T09%3A15%3A54Z&sr=c&sp=r&sig=mxlvf9IaeVOiqpLABruQ3DTIlVQh%2BNKX3KT1sckAaiE%3D)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 Software Approvals

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

1. Navigate to **Asset Management > Approval> SW - Deactivate & Reactivate Approvals.**  
The SW- Deactivate & Reactivate approval list page is displayed.  
  
![](https://cdn.document360.io/62351b42-cfbd-43ad-8ce1-82b8f455337f/Images/Documentation/image-1716979378616.png?sv=2026-02-06&spr=https&st=2026-10-26T08%3A15%3A54Z&se=2026-10-26T09%3A15%3A54Z&sr=c&sp=r&sig=mxlvf9IaeVOiqpLABruQ3DTIlVQh%2BNKX3KT1sckAaiE%3D)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.  
![](https://cdn.document360.io/62351b42-cfbd-43ad-8ce1-82b8f455337f/Images/Documentation/image-1717058640182.png?sv=2026-02-06&spr=https&st=2026-10-26T08%3A15%3A54Z&se=2026-10-26T09%3A15%3A54Z&sr=c&sp=r&sig=mxlvf9IaeVOiqpLABruQ3DTIlVQh%2BNKX3KT1sckAaiE%3D) 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.![](https://cdn.document360.io/62351b42-cfbd-43ad-8ce1-82b8f455337f/Images/Documentation/image-1717058857710.png?sv=2026-02-06&spr=https&st=2026-10-26T08%3A15%3A54Z&se=2026-10-26T09%3A15%3A54Z&sr=c&sp=r&sig=mxlvf9IaeVOiqpLABruQ3DTIlVQh%2BNKX3KT1sckAaiE%3D)

Figure: Reactivate - AC Details page - Reactivation Details

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

| Field | Description |
| --- | --- |
| **Reactivation Details** |
| Reactivation Quantity | Displays the number of Software(s) that can be reactivated. NoteWhen 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. |
| Reactivation Date * | Select the date from the calendar for when the Software must be reactivated. |
| Reactivation Remarks * | Provide any required remarks for reactivation. |

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.![](https://cdn.document360.io/62351b42-cfbd-43ad-8ce1-82b8f455337f/Images/Documentation/image-1717060086295.png?sv=2026-02-06&spr=https&st=2026-10-26T08%3A15%3A54Z&se=2026-10-26T09%3A15%3A54Z&sr=c&sp=r&sig=mxlvf9IaeVOiqpLABruQ3DTIlVQh%2BNKX3KT1sckAaiE%3D)Figure: Workflow Timeline - Approval information for deallocation

![](https://cdn.document360.io/62351b42-cfbd-43ad-8ce1-82b8f455337f/Images/Documentation/image-1717060117047.png?sv=2026-02-06&spr=https&st=2026-10-26T08%3A15%3A54Z&se=2026-10-26T09%3A15%3A54Z&sr=c&sp=r&sig=mxlvf9IaeVOiqpLABruQ3DTIlVQh%2BNKX3KT1sckAaiE%3D)

Figure: Store Manager Approver status pop-up

![](https://cdn.document360.io/62351b42-cfbd-43ad-8ce1-82b8f455337f/Images/Documentation/image-1717060146977.png?sv=2026-02-06&spr=https&st=2026-10-26T08%3A15%3A54Z&se=2026-10-26T09%3A15%3A54Z&sr=c&sp=r&sig=mxlvf9IaeVOiqpLABruQ3DTIlVQh%2BNKX3KT1sckAaiE%3D)

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.![](https://cdn.document360.io/62351b42-cfbd-43ad-8ce1-82b8f455337f/Images/Documentation/image-1717060347787.png?sv=2026-02-06&spr=https&st=2026-10-26T08%3A15%3A54Z&se=2026-10-26T09%3A15%3A54Z&sr=c&sp=r&sig=mxlvf9IaeVOiqpLABruQ3DTIlVQh%2BNKX3KT1sckAaiE%3D)Figure: Workflow Timeline - after approval

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

![](https://cdn.document360.io/62351b42-cfbd-43ad-8ce1-82b8f455337f/Images/Glossary/image-1711453637132.png?sv=2026-02-06&spr=https&st=2026-10-26T08%3A15%3A54Z&se=2026-10-26T09%3A15%3A54Z&sr=c&sp=r&sig=mxlvf9IaeVOiqpLABruQ3DTIlVQh%2BNKX3KT1sckAaiE%3D)

Tenant is a platform component that is created inside the Sub Domain to leverage the independent functionality of a department along with data privacy.