Manage agreements

Learn how to manage agreements in Snow License Manager.

For software agreements that are renewals, you need to know if all licenses attached to the agreement are included in the renewal, or not.

• If they are, you can add the new agreement period to the existing agreement.

• If they are not, you can do one of the following:

  • Add a new agreement for the renewal and attach the licenses covered by the renewal.

  • Add the new agreement period to the existing agreement, but detach the licenses that are not covered by the renewed agreement.

For information on how to manage Oracle agreements, see Manage Oracle agreements.

Search for agreements

1. On the Agreements menu, select Search for agreements.

2. To filter your search, select an Organization.

3. Optional: To use more search criteria, do one or more of the following:

   1. Decide which of the available search criteria you want to use, select an operator, and then enter a search string.

   2. To add another search criterion:

      1. Select it from the bottom list, and then select the plus sign (+).

      2. Enter a search string.

   3. To remove a search criterion, select the minus sign (-) next to the criterion.

4. Select Search.

Add agreements

The only agreement type that allows attachment of licenses is the Software agreement. All other agreement types are hardware related. For more information, see Agreement types.

Depending on the selected agreement type, available fields and options will vary.

1. On the Agreements menu, select Add agreement.

2. On the General tab, do the following:

   1. Select agreement Type.

   2. Enter Agreement number and Agreement name according to the manufacturer.

   3. To automatically attach computers to the agreement, select Auto attach computers and then select the organization nodes from the list.

      anmerkung

      Not available for software agreements.

   4. For subscription agreements, select Subscription agreement.

      anmerkung

      When Subscription agreement is selected, the period of the subscription agreement will override any subscription period of the licenses attached to the agreement. This impacts which licenses are included in the compliance calculation. If you wish to add a subscription period for each license instead, then do not select this option. You can still add expiration and renewal information.

   5. For software agreements with upgrade rights, select Upgrade rights. This means that each license that is manually added and connected to the agreement will have upgrade rights.

   6. To always have the agreement visible when you want to search for and attach agreements to license purchases, select Include in searches where license purchase date is outside of active period. The agreement will then be visible even if the agreement period has expired or has not yet started at the time of the license purchase date.

3. On the Agreement periods tab, add an agreement period with start and end dates:

   1. Select Add new period.

   2. Select the Valid from and Valid to dates, and then select OK.
      The new agreement period is added to the list on the Agreement periods tab.

   anmerkung

   The agreement periods cannot overlap.

4. On the Contact info tab, add contact information on Contractor, Contractor contact, and Local contact:

   • If the agreement was signed with the application manufacturer, add that manufacturer as Contractor.
   • If the agreement was signed through a reseller, add that reseller as Contractor.
   • The Local contact is the agreement owner within your organization.

5. On the Alerts tab, specify if agreement expiration should generate alerts on the Snowboard and Overview pages. Do the following:

   1. To activate agreement alerts, select Activate alerts on and before agreement expiration.

   2. In Renewal, type the number of days before expiration that this agreement needs to be renewed, or is automatically renewed as stated in the agreement.

      EXAMPLE

      If the actual renewal date is the end date of the agreement, type 0.
      If the renewal date is 3 months before the end date of the agreement, type 90.

   3. In Warning, type the number of days before expiration that an agreement alert will appear as a warning.

   4. In Critical, type the number of days before expiration that an agreement alert will appear as critical.

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   It is also possible to set up email notifications to alert you when an agreement is about to expire. For more information, see My notifications.

6. On the Description tab, add specific information related to the agreement like metrics, geographical restrictions, and use rights. This will save time when adding licenses to the agreement as the key information will be easily visible.
   Read through the agreement, and copy and paste or type the specific information in the white area of the tab.

7. On the Documents tab, you can upload documents or add links related to the agreement. Give the documents meaningful names so that you do not have to open them to see what they are about.
   To upload a document or add a link, select Add document. For more information, see Manage documents and links.

8. On the Custom information tab, enter information and values in the custom fields that are mandatory for the Agreement category.
   For more information, see Enter custom field information.

9. On the Security tab, you can manage access to the agreement on an organization and role level. By attaching the agreement to one or more roles, the system will only make the agreement available to users with that specific role. Do one of the following:

   • To limit access to the agreement on an organization level, select an organization node from the Organization access list, and then select Restrict access according to organization setting.

   • To limit access to the agreement on a role level, select Allow access to the following roles only, and then select the roles.

   For management of roles, see Security in Snow Management and Configuration Center.

10. Select Save.

Edit agreements

You can edit single or multiple agreements at the same time, as long as the selected agreements are of the same type.

For information on how to sort, filter, and add more columns to a list, see Manage lists.

1. On the Agreements menu, select List all agreements.

2. Use the checkboxes to select the agreement or agreements that you want to edit.

3. On the context menu, select Edit agreements.

4. Add or edit the applicable information. For more information, see Add agreements.

5. Select Save.

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You can also edit an agreement by selecting Edit agreement in the details view of the agreement.

Edit multiple agreements using imports

When you want to update multiple, existing agreements, you can use the Agreement import/update functionality. You find it on the Home menu, under Import data.

The Agreement import/update functionality does not allow you to change agreement types.

For update of existing agreements, the AgreementID is used as the identifier. The Agreement ID column is available in the Column selector on the List all agreements and Search for agreements pages, and in the All agreements report.

To add new agreement periods, you use the columns Valid from and Valid to in the agreement import template. The following conditions apply:

• The new agreement periods must not overlap with the existing periods.

• Valid from and Valid to are mandatory fields:

  • When they have no values, an error message will appear during the import.

  • When the values are same the as they already are in Snow License Manager, nothing is updated.

  • When the values are new and do not overlap with the existing periods, a new period is added to the agreement.

For more information, see Import data.

Delete agreements

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• When an agreement is deleted, it is removed from the system and all associated details are deleted. All attachments to other category items are released.

• A deleted agreement cannot be restored.

You can delete a single agreement or a maximum of 100 agreements at the same time. You can also delete archived agreements without having to retrieve them from the archive, first.

For information on how to sort, filter, and add more columns to a list, see Manage lists.

1. On the Agreements menu, select List all agreements.

2. Use the checkboxes to select the agreement or agreements that you want to delete.

3. On the context menu, select Delete agreements.

4. Select Delete to confirm.

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You can also delete an agreement by selecting Delete in the edit view of the agreement.

Archive agreements

You can archive a single agreement or a maximum of 100 agreements at the same time. For more information, see Archived agreements.

1. On the Agreements menu, select List all agreements.

2. Use the checkboxes to select the agreement or agreements that you want to archive.

3. On the context menu, select Archive agreements.

4. In Select agreements, verify your selected agreements and any sub-agreements. Clear the checkboxes of any agreements that you do not want to archive.

5. Select Next if enabled, indicating that there are licenses connected to the agreements. Otherwise, continue to Step 7.

6. In Select licenses, verify the licenses that will be archived together with the agreement. Clear the checkboxes of any licenses that you do not want to archive.

   anmerkung

   When you release a license from its agreement, the license can become incomplete.

7. Select Archive.

8. Select OK to confirm.

Retrieve agreements from the archive

1. On the Agreements menu, select List all agreements.

2. Select Show archived.

3. Select the agreement that you want to retrieve from the archive.

4. In the details view of the agreement, on the context menu, select Unarchive agreement.

5. In Select agreements, verify your selected agreement and any sub-agreements. Clear the checkboxes of any agreements that you do not want to retrieve.

6. Select Next if enabled, indicating that licenses were archived together with the agreements. Otherwise, continue to Step 8.

7. In Select licenses, verify the licenses that will be retrieved together with the agreement. Clear the checkboxes of any licenses that you do not want to retrieve.

8. Select Unarchive.