Adding a license

Edit online

Use the Licenses application to add software license records to the Maximo® database. License records specify criteria that define the license entitlement, such as the license type and scope, and associate the license with related assets, persons, locations, or general ledger accounts.

Before you begin

Before starting this task, it is useful to have any pertinent license agreements, pricing contracts, and related information (such as an addendum) available. You can then enter data from these documents (license type, platform, vendor, scope, and so on) directly into the fields on the user interface.

In some situations it is advantageous to create a new license by duplicating a similar, existing license. Then you can edit the new license and make any changes you require.

About this task

When creating a license you are providing the following details:
  • Details that your business requires to help it manage its licenses
  • Details that your business requires to manage a license audit

In key fields on the user interface (for example, Type), the values that you enter require that logically appropriate values be entered on subsequent fields. For your convenience, guidance for specifying your license parameters is provided in a related reference topic. Use the appropriate table for your license type to ensure that your entries in the key fields are consistent with the type of license you are creating.

For other fields, the value that you enter determines what additional sections or tabs will be presented on user interface.

The steps for adding a license follow.

Procedure

  1. On the navigation bar, click Open Menu > Assets > Licenses.
  2. On the toolbar, click New.
    The License tab opens with the Status field set to DRAFT and the Start Date field set to the current date.
  3. If the License field is empty, enter a value for the license identifier.
    The identifier can be any alphabetic, numeric, or alphanumeric text string assigned by your organization.

    If the License field already has an identifier, you can overwrite or edit it. For example, you can edit the identifier by appending an alphanumeric character string to differentiate it from other licenses: if you have multiple sites and want to identify licenses by site or location, you can append the license number with an indicator such as a building number or site name.

  4. Optional: In the Description field, you can provide a meaningful or more friendly description of the license identifier.
    To enter additional information, click Long Description.
  5. Complete additional fields in the record heading section as needed.
    An asterisk (*) indicates a required field. You must provide a value for all required fields in order for the license record to be saved.

    (Note that the vendor name requested in the Vendor field refers to the company that issued the license, which is not necessarily the software manufacturer. Check your license agreement to be sure.)

  6. In the Scope section, select a value in the Scope field.
    The scope reflects the vendor entitlement, or business rules, associated with the license type.
  7. Complete additional fields in the Scope section as needed.
    An asterisk (*) indicates a required field.
  8. In the Associated Product section, associate one or more software products with the license.
    Do not specify a software product name that is a variant of the manufacturer's product name. Instead, manage variants in Software Catalog application and use the product name-and version-identified in the license.
    To make the association, do one of the following:
    • Click Select Software. In the Select Software window, select the product or products that you want to associate with the software license. You can refine your search by typing additional search criteria such as a part number or platform and clicking Refine.
    • Click New Row. In the Software field, select the name of the product that you want to associate with the software license.

    At least one product must be associated with a license before you can change its status from Draft to Active.

  9. Optional: In the Allocations section, select the appropriate tab for the type of license capacity you want to allocate, then click New Row or Select and add a row to the table for each allocation.

    You can allocate or distribute license capacity among one or more computers, partitions, locations, or users. The scope of the license determines which of these internal entities you can allocate capacity to.

    You can also allocate the cost of a license to one or more general ledger (GL) accounts.

  10. On the toolbar, click Save.