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Subscription form

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Subscription form

Use the Subscription form to view the list of applications that are associated with the subscription and to view or update how resources are allocated to a subscription.

In any list of subscriptions, click a subscription Name to open the Subscription form. Some fields do not appear for ServiceNow Store applications.

Note: For information on why a subscription is not in the list, see Why a subscription might not appear in the list.
Table 1. Fields on the Subscription form
Field Value
Name Name of the subscription.
Type Type of subscription: Per-User, Max User, PA Indicator, Capacity, or Unlimited. See Types of subscriptions.
Category The source of the purchased subscription: ServiceNow or ServiceNow Store.
Start date / End date Start and end of the subscription period as agreed in your service contract. This information appears in the General section of the service contract for the subscription.
Display only A value of true indicates that user allocation or monitoring is not currently supported for the subscription.
Cost Denotes whether the subscription is For-fee or Free. Some ServiceNow Store apps are free.

You do not allocate resources to free subscriptions.

Purchased Number of users or other resources that can be subscribed.
Allocated Number of currently subscribed users or allocated resources for the subscription.

The color codes indicate the percentage of the subscription that is used. See Configure the color codes for subscription allocation levels.

Limit to purchased
Note: The admin role is required to change this setting.
Select the check box to ensure that you do not exceed the purchased subscription limit while attempting to allocate users. The setting affects whether you can use the Allocate selected users button for users in the Pending state.

When allocation would result in exceeding the purchased subscription limit, the following conditions apply:

  • Limit to purchased selected: You cannot apply the Allocate selected users button on the Pending Users related list.
  • Limit to purchased not selected: You can apply the Allocate selected users button on the Pending Users related list. The color code on the Allocated field changes to red to indicate over-allocation.
Auto-sync user sets Select the check box to periodically verify all associated user sets for updates (added or removed users) and then update subscription allocation accordingly. The verification process is based on the user set membership settings.
Note: If adding a user exceeds the subscription limit, then the following actions happen:
  • The user is not subscribed.
  • The user is set to the Pending state.
  • The user is listed on the Pending Users related list.

Related links on the Subscription form

  • Subscription histories
  • Histories of subscription users
  • Histories of subscription user sets

For details, see View Subscription Management history reports.

Related lists on the Subscription form

List Description
Subscribed Users This list of users that are subscribed to the applications is populated only for Per-User subscriptions.

The users were allocated to the subscription individually, are members of user sets, or both.

User Sets User sets that were added to the subscription.
Excluded Users Appears only if there are users in the Excluded state.

Excluded users cannot be allocated to the subscription. See Exclude a user from a subscription and Remove a user from the Excluded list.

Subscription Applications Applications or application families that are associated with the subscription. Users that you allocate to the subscription are subscribed to the listed applications. To view the list of plugins that are associated with an application, click the application name.

On production instances, click the application name to view a listing of published and entitled (unpublished) plugins that are associated with the application. Activation of plugins requires a user role of admin.

Associated Roles For Per-User type subscriptions, lists all roles that have been downloaded with the plugin for the application.

The Requires Subscription column indicates if users with this role must be allocated to the subscription to stay in compliance. This setting comes from the user role record. To learn more, see Create a role.

You might use the roles that are identified as associated roles to construct a user set. See Build a subscription user set.

Pending Users Appears only if there are users in the Pending state.

When you try to allocate users to a subscription but the subscription limit would be exceeded, the users are not subscribed and are set to the Pending state. You can deallocate some users and allocate other users to the subscription. See Manage users in the Pending state.

Entitlements List of entitlements that are included with the subscription.

An entitlement is a feature that is part of the application (for example, the Employee Relations or Payroll feature in the HR application). For subscription applications, your organization can buy some entitlements and not buy others. The entitlements that appear in the list are the entitlements that your organization purchased with the subscription application.

The Entitlements related list appears only for subscription applications that implement entitlements. Not all applications implement entitlements.