Tracking software licenses in Remedyforce CMDB

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BY ANNE BROCK, RIGHTSTAR

We had a customer who wanted a simple way to track software licenses. He didn’t want to use a discovery tool; just wanted to track who is using what. Because there was no discovery tool, we suggested a method that uses one record to represent the software (instead of having one record for each installed instance of the software); then users would be attached to that record. I chose to do this in the Application class, but you may want to use another class. Once users are linked to the record, then it’s easy enough to see how many people have licenses.

For this, I suggested three approaches, from basic to most complex. Warning: On the most complex way, I wasn’t able to complete all the steps; the final step I would recommend having a consultant implement.

Summary of the Three Approaches:

One field approach:

  • Create a field for total number of licenses; increment it manually when licenses are bought
  • Manually attach clients to this record as the software is installed
  • Run a report showing this field and the attached users

Two field approach:

  • Create a field for total number of licenses; create another field for “New licenses purchased”
  • When purchase new licenses, put the number into the “New Licenses Purchased” field. After saving, this number should be added to the number in “total number of licenses” and then the “new licenses purchased” field should be set back to zero. NOTE: audit this field to track this over time
  • Run a report showing this field and the attached users

Three field approach:

  • Create a field for total number of licenses; create another field for “New licenses purchased”; a third for “Licenses in Use”
  • When purchase new licenses, put the number into the “New Licenses Purchased” field. After saving, this number should be added to the number in “total number of licenses” and then the “new licenses purchased” field should be set back to zero. NOTE: audit this field to track this over time
  • When a client is added to the record, increment this field; when a client is removed, decrement it

One Field Approach

  • In Setup, go to Create Objects; locate Base_Element
  • Add a custom field to Base_Element: Total Number of Licenses field

  • Add this field to the Base_Element field set “Application” or whatever class you are using to hold the software name (could be Product, could be Contract)

  • This is now visible in the CMDB Record on the second tab

  • Add the clients on the Details tab

  • Run a report showing Licenses available and number of clients

 

Creating the Report Type

  • Go to Setup – Report Types
  • Select “New Custom Report Type”
  • For Primary Object – select Base Elements

  • For B relationship, choose CI Client Link, and A records may or may not have B records

  • You can then create a report using the new report type; the number of users will show how many licenses are in use

If  you then want the total cost of licenses in use – create a formula field

 

And here’s the result:

 

Two Field Approach

  • Do the steps in One Field approach.
  • Then, go to Setup, go to Create Objects; locate Base_Element
  • Add another custom field to Base_Element: New Licenses Purchased

  • Add this field to the Base_Element field set “Application” or whatever class you are using to hold the software name (could be Product, could be Contract)

  • This is now visible in the CMDB Record on the second tab

  • Now add the workflow to increment Total Licenses when there is a value in New Licenses; also, zero out New Licenses after the addition. (Setup/Quick Action/Workflow – New)

First Workflow action – field update – Update Total Licenses

Second Workflow Action – field update – zero out New Licenses

  • Be sure to activate the workflow. Now, when you put a number into New Licenses, when you hit save, it will add to Total Licenses and then zero out New license

Before:

Put number in:

Hit Save:

  • I recommend adding these fields to the audit trail, so you know who incremented the license count:

  • To add to audit trail – Setup/Create Objects/Base Element/Custom fields/Set History Tracking. Check the fields and save.

 

Three Field Approach

  • Do the steps in One Field approach.
  • Then, go to Setup, go to Create Objects; locate Base_Element
  • Add another custom field to Base_Element: Licenses in Use

Another option is to look at this utility; it might be able to do it as well:

https://appexchange.salesforce.com/listingDetail?listingId=a0N30000009i3UpEAI

 

 

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