This documentation supports the 21.05 version of BMC Helix ITSM: Asset Management. To view an earlier version, select the version from the product version menu.

Creating a software license contract

You can track compliance and usage of software license contracts. Unlike most other contracts, however, you do not relate the software CI directly to the contract. For software contracts, you add software license certificates to the contract, and relate the software CIs to the certificates.

For software contracts, you maintain the cost information in the attached certificates. You can view the total cost on the contract. 

To create a software license contract

  1. On the Contract Management console, click Create, and select Software License.
  2. On the Software Contract form, complete all the required fields.

    Field name

    Description

    ID

    A unique alphanumeric value

    Summary

    Brief description of the contract

    Term

    Select the applicable term:

    • Fixed — Contract expires at the expiration date.
    • Never Ending — Contract never expires.
    • Rolling Contract — Contract automatically renews at the expiration date.

    Status

    Select the appropriate status of the contract. For more information on contract status, select The contract lifecycle.

    Company

    The company associated with this contract

    Important: Click the Profile link to view details of the supplier company.

    View Access

    Select who can view or modify this contract:

    • Public — Anyone who can access contracts can view or modify the contract.
    • Internal — Only people in the support group managing this contract can view or modify the contract.

    Supplier Name

    The supplier associated with this contract

    Accounting section on the General tab

    Cost Center

    The cost center that owns this contract. This field and the following fields are located on the General tab.

    Contract Managed By section on the General tab

    Company

    The support company associated with this contract

    Organization

    The support organization associated with this contract

    Group

    The notification group associated with this contract

    Contact

    Optionally, you can assign an individual from the notification group to receive notifications for this contract.

    Dates section on the General tab

    Expiration Date

    Date the contract expires. When a contract expires, individuals are notified first, and then groups.

    Important: Out-of-the-box escalations are raised once a day at 5 A.M. so the notifications are sent accordingly. You can set the escalation to be raised at different intervals or times as needed.

    Notification Date

    When the contract expires, the notification contact and the owner contact are notified on the notification date.

    Out-of-the-box escalations are raised once a day at 5 A.M. so the notifications are sent accordingly. You can set the escalation to be raised at different intervals or times as needed.

  3. Save the contract.
  4. Add license certificates, as described in Working with a software license contract.
  5. Optionally, add details of the Terms and Conditions and Rights Granted for the contract.
    For more information, see To record additional details for a contract.

To record additional details for a contract

When you create a contract, you can include additional information like the rights granted, or terms and conditions agreed upon. 

By using the Rights granted feature you can record in detail the specific rights provided by the contract. Examples of these rights might include copyrights, rights to publish and sell, and other rights you are granting, receiving, or warranting.

Use Terms and conditions of the contract to record specific obligations and limitations that apply to your organization under the terms of the contract.

Do the following steps:

  1. From the Contract Management console, open the contract.
  2. From the left pane:
    • Select Functions > Terms and Conditions.
    • Select Functions > Rights Granted.
  3. On the Rights Granted or Terms and Conditions screen, click New and then enter the following values:

    Field

    Description

    Status

    Status of the details. The following options are available:

    • Draft - Details of the contract are in a draft state and need to be finalized.
    • Executed - Details have been finalized and are included in the contract.
    • Historical - Details were included in the contract, but are no longer applicable.
    • Delete - Details are no longer applicable and can be removed from the contract.

    Effective Date

    Click the calendar icon to select the date from when the selected detail is effective. This date must be the same or later than current date and time.

    Expiration Date

    Click the Calendar icon to select the date the selected detail expires. This date must be later than the effective date and current date and time.

    Summary

    Enter a short summary of the details of the rights granted or terms and conditions.

    Notes

    Include any additional notes related to the detail.

  4. Optionally, to add an attachment, in the attachments table click Add.
  5. On the Add Attachment dialog box, click Browse to locate the details files, select the file to upload, and then click Open.
  6. Click OK to add the attachment. You can add up to 3 files.
  7. Click Save.

The details you included within the Rights Granted dialog box or the Terms and Conditions dialog box, are added as a part of the contract record.

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