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Add a software entitlement

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Add a software entitlement

Software entitlements enable you to define license details that are matched to software models. You can add an entitlement individually or import a list from a spreadsheet.

Before you begin

Role required: sam_user (sam_admin required to import entitlements)

About this task

Software entitlements are stored in the Software Entitlement [alm_license] table.
Note: Entitlements are assigned to software models, which are different than software discovery models.


  1. Navigate to Software Asset > Licensing > Software Entitlements and create a new record (see table for field descriptions).
    Table 1. Software Entitlement form
    Field Description
    Display name Automatically generated name based on the software model display name.
    Asset tag Specify the serial number and the bar code for tracking the asset.
    Publisher part number Select publisher part number from the Software Product Definitions lookup list of predefined software that may have already been purchased.

    Software models with predefined suites are indicated in the Suite defined field. A value of Yes indicates that the software model is a suite parent. Applicable suite components for the software model are automatically created using the predefined suite library.

    If the software model already exists, the Software model field is automatically populated. Otherwise, the software model is automatically created for you directly from this form.

    If there are multiple software models created with the same discovery map conditions, the software model must be selected manually.

    Software model If the software model for the asset has not already been populated, select the software model to match the entitlement.

    Once the discovery map is selected, software model, product type, publisher, and license metric are automatically populated.

    If the software model discovery map is not on the lookup list, you can choose one from a list of discovery maps which will automatically replace the software model, product type, and license metric.

    Note: A warning message is shown if the publisher part number is not associated with the publisher and product for the software model. You can either change the software model, or save the entitlement as is.
    Database option Specify the Oracle Database option or management pack. Each purchased Oracle Database option requires a separate software entitlement.
    Note: This field is shown only when configuring entitlements that meet the following conditions:
    • The Product field on the software model form is DB Server.
    • The Metric group field is set to Oracle, which requires special licensing.
    License type Specify the license type. Whether the rights grant full access to the software or if they are being upgraded from a previous version of the software.
    • Full: The rights grant full access to the software.
    • Upgrade: The rights are being upgraded from a previous version of the software.

      When upgrade is selected, the Upgraded Entitlements related list is shown, which is used to specify the entitlements you are upgrading from.

    This field becomes read-only after the form has been submitted.

    License duration Length of time the license is valid. Default value is Perpetual.
    • Perpetual: Duration is continuous.
    • Subscription: Duration is for a specified length of time.
      Duration dates:
      • Start date: Required.
      • End date: If empty, subscription does not expire.

      State is automatically set to In Use when current date is between start and end dates.

      State is automatically set to Retired when current date is past the end date and active rights is 0.

      State is automatically set to On Order when the start date is in the future and active rights is 0.

    Metric group Select the metric group for the software. Each metric group has a set of license metrics that are specific to the publisher.

    The default is the metric group for the software model publisher, if known.

    • Adobe
    • Citrix
    • Common
    • Custom
    • IBM (add-on)
    • Microsoft (add-on)
    • Oracle (add-on)
    • VMware (add-on)

    Adobe, Citrix, IBM, Microsoft, Oracle, and VMware publisher packs are available as add-ons that provide the capability to manage software licensed under Adobe, Citrix, IBM, Microsoft, Oracle, and VMware licensing models.

    You can view publisher pack compliance and optimization results on the Software Asset Management dashboard.

    License metric Select the license metric for the license group that the software license is counted against when reconciliation is run.

    Point to the reference field icon to view the license calculation.

    • Adobe (add-on):

      Per Device, Per User, User Subscription

    • Citrix (add-on):

      Concurrent User, Per Device, Per Processor, Per User

    • Common:

      Per Core, Per Device, Per Named Device, Per Named User, Per Processor (CPU count), and Per User

    • Custom:

      Custom license metrics configured, if any.

    • IBM (add-on):

      Per Device, Per Named User, Per Processor, Per User, Processor Value Unit (PVU) Full Capacity, Processor Value Unit (PVU) Sub-capacity, Resource Value Unit (RVU) Full Capacity, and Resource Value Unit (RVU) Sub-capacity

      Note: A warning message is shown when creating a second IBM entitlement for the same product software model with a different license metric.
    • Microsoft (add-on):

      Device CAL, Per Core (Physical Core), Per Core (Virtual OSE), Per Core (with CAL), Per Device, Per Processor, Per User, Server (Per Instance), Server (Per Server), User CAL, and User Subscription

    • Oracle (add-on):
      Named User Plus and Per Processor
      Note: For Named User Plus license metric, you can select the level of aggregation for the reconciliation calculation of VMware-based Oracle instances using the property. See Software Asset Management properties.

      For Oracle Per Processor license metric, Hyper-Threading must be enabled if you are using a virtual machine (VM) running Amazon Web Services (AWS).

    • VMware (add-on):

      Per Application Instance, Per Device, Per Named User, Per OSI, and Per processor

    For more information, see Software license metrics.

    Agreement type Select the agreement type.
    • Adobe
      • Generic
      • Enterprise Term License Agreement (ETLA)
      • Cumulative Licensing Program (CLP)
      • Transactional Licensing Program (TLP)
      • Value Incentive Plan (VIP)
    • Citrix
      • Generic
    • Common
      • Generic
      • Enterprise License Agreement (ELA)
    • Custom
      • Generic
      • Enterprise License Agreement (ELA)
    • IBM
      • Generic
      • Enterprise License Agreement (ELA)
      • International Program License Agreement (IPLA)

        No license impact.

      • IBM Customer Agreement (ICA)

        No license impact.

      • Unlimited License Agreement (IULA)
    • Microsoft
      • Generic
      • Enterprise License Agreement (ELA)
    • Oracle
      • Generic
      • Unlimited License Agreement (ULA)
    • VMware
      • Generic
      • Enterprise License Agreement (ELA)
      • Enterprise Purchasing Program (EPP)

        No license impact.

      • Volume Purchasing Program (VPP)

        No license impact.

    Note: If the agreement type is Enterprise License Agreement or Unlimited Level Agreement, the Status is Compliant even if there are unlicensed installations.
    Purchased rights Specify the number of rights that you are purchasing.

    The number of purchased rights for the new entitlement gets set in the Active rights field.

    Active rights [Read-only] Specifies the number of entitlements to be granted for this license.
    Note: If an enterprise contract is attached to the license, the Active rights field is not shown.
    Allocations available [Read-only] Specifies the number of user or device allocations that have not been created for an entitlement.

    Allocations available = (number of active rights) - (sum of all allocation quantities)

    Serial number Unique number assigned for identification of the asset.
    Owned by User or department with financial ownership of the asset. Can be different than the manager.
    State Current state of the asset. Values include On order, In stock, In transit, In use, Consumed, In maintenance, Retired, and Missing.

    If the state is Retired, the Active rights field is set to 0.

    Substate More details about the software license stage. The available substate settings depend on the State selected.

    For example, if you select the Retired state, the substate options available are Disposed, Sold, Donated, and Vendor credit.

    Company Company to which this asset belongs.
    Location Where the license is used. For example, a specific site, country, or region.
    Department Department of the person Assigned to this software license.
    Unit cost Unit cost of the software.
    Note: Required for total cost and savings calculations on the Software Asset Management dashboard.

    For additional field descriptions, see Create assets in Asset Management.

    Total cost Total cost of the entitlement calculated from the unit cost.
    Upgraded Entitlements
    From Entitlement The entitlement from which rights are upgrading. Multiple upgrade entitlements are supported.

    You can upgrade previously owned rights for a particular version of software to a newer version (for example, Office Professional Plus 2013 to Office Professional Plus 2016).

    Note: This field is shown only when the License type is Upgrade.

    The rights from entitlements that you are upgrading from get deactivated when you upgrade because they are moved to the new entitlement.

    Number of rights Number of rights to upgrade.

    The Contracts related list contains contract details.

    The User or Device Allocations related list contains entitlement allocations.
    Note: This related list is only shown when the License Metric field is Per User or Per Device.

    The Activities related list contains work notes for the asset.

  2. To perform additional configuration, select the new software entitlement record in the Software Entitlements list.
    1. To set upgrade and downgrade entitlements, in the Downgrades/Upgrades related list, create a new record to specify which software models to which you have upgrade or downgrade rights (see table for field descriptions).
      This allows you to set entitlement to previous or future versions of software (for example, the purchase of Office Professional Plus 2016 rights entitles you to Office Professional Plus 2013 as well).
      Table 2. Downgrades/Upgrades form
      Field Description
      Software entitlement Software entitlement with which the upgrade/downgrade is associated.
      Software model Software model of the entitlement.
      Order Order of the upgrade/downgrade.
      Start date Start date of the upgrade/downgrade.
      End date End date of the upgrade/downgrade.
    2. To set up cost-tracking details, configure Expense Lines.
    3. To manage license keys, in the License Keys related list, create a new record to specify the licenses keys allocated to entitlements (see table for field descriptions).
      Table 3. License Key form
      Field Description
      Is allocated Check box indicating that the license key has been allocated.
      License key License key value. Must be unique per entitlement.
      Software entitlement Software entitlement associated with the license key.