The new entitlement screen is made up of five panels. Each of these panels hold information about the entitlement. Fields with an asterisk (*) next to them are mandatory.

Adding a new entitlement

The process for creating a new entitlement is:

  1. Click the Create Entitlement iconThe Create Entitlement icon at the top of your Entitlements library.
  2. Create the type of entitlement in the Entitlement Type panel. The types of entitlements you can create are:
  3. Associate vendor, product and version attributes to the entitlement in the Product panel.
  4. Record the number of installations you are entitled to and set a metric for them in the Quantity and Metrics panel.
  5. Associate contract details to this entitlement in the Contract panel. Contracts are optional and are not required for an entitlement.

Entitlements without associated maintenance agreements

To create a new entitlement for a license which does not have an associated maintenance agreement:

  1. In Entitlement Type, choose License
    1. If this is a perpetual license, in What type of license? choose Perpetual
      • In Start Date, enter the start date for the license or click the Calendar icon to pick a date. As this is a perpetual license, there is no end date
    2. If this is a subscription license, in What type of license? choose Subscription
      • In the Start and End Date fields, enter the start and end dates for the license in the respective fields or click the Calendar icon to pick a date
  2. In Maintenance, choose No maintenance.

  3. A summary of your rights to the entitlement can be seen in the Rights and Limitations tab.

  4. If there are restrictions to this master right, click Add Limitation. Limitations are attributes of rights and cannot exist independently of it. Limitations restrict the scope of your rights.
  5. Choose a restriction from the Type list:

    .

  6. Choose either Approved Set or Not Approved Set and define the conditions for it in the field. For example, if your are restricting the rights to this entitlement to selected Spain, Germany and France:
    1. Select Country as the restriction Type
    2. Choose whether these countries have the right to this entitlement (Approved Set or Not Approved Set)
    3. Enter Spain, Germany, France in the text box
    4. Click +. The restriction is displayed below the text box.
  7. If there are additional Rights and Limitations for this entitlement, click Add Right and/or Limitation.
  8. Add a name for the new right and if there are limitations attached to this right, repeat steps 5-7.

Entitlements with associated maintenance agreements

The following steps show how to create an entitlement for a license with an associated maintenance agreement.

  1. In Entitlement Type, choose License.
    1. If this is a perpetual license, in What type of license? choose Perpetual.
      • In Start Date, enter the start date for the license or click the Calendar icon to pick a date. As this is a perpetual license, there is no end date
    2. If this is a subscription license, in What type of license? choose Subscription.
    3. In the Start and End Date fields, enter the start and end dates for the license in the respective fields or click the Calendar icon to pick a date. As you enter the details for the license, the rights and limitations tab displays a summary for your rights in the Rights and Limitations tab.

  2. In Maintenance, choose With maintenance.
  3. If there is no existing maintenance element with this new license:
    1. Click Add Maintenance.
    2. In Start Date, enter the date the maintenance commences or click the Calendar icon to pick a start date.
    3. In End Date, enter the date the maintenance comes to an end or click the Calendar icon to pick a end date.e
  4. If there already is a maintenance element to associate with this new license:
    1. Click Link existing maintenance and follow the link

    2. In the Select existing entitlement screen, select the maintenance to link to
    3. Click Save Selection.
  5. A summary of your rights to the entitlement can be seen in the Rights and Limitations tab.

    Summary of your rights

  6. If there are restrictions to this master right, click Add Limitation. Limitations are attributes of rights and cannot exist independently of it. Limitations restrict the scope of your rights.
  7. Choose a restriction from the Type list:

    Restriction types.

  8. Choose either Approved Set or Not Approved Setand define the conditions for it in the field. For example, if your are restricting the rights to this entitlement to selected Spain, Germany and France:
    1. Select Country as the restriction Type
    2. Choose whether these countries have the right to this entitlement (Approved Set or Not Approved Set)
    3. Enter Spain, Germany, France in the text box
    4. Click +. The restriction is displayed below the text box.
  9. If there are additional Rights and Limitations for this entitlement, click Add Right and/or Limitation.
  10. Add a name for the new right and if there are limitations attached to this right, repeat steps 5-7.

    Giving the right a name

Associating product attributes to the entitlement

Having created the entitlement, the next thing to do is to associate product attributes to the entitlement.

To do this:

  1. Go to the Product panel.
  2. In Vendor, start typing the name of the vendor and a list is displayed for you to choose from.
  3. If you are creating a bundled entitlement, you must create a parent product so that other products that make up this bundle can be managed:
    1. TickBundled entitlement (the Bundled tab is displayed at the bottom of the screen) and in Product, add a name for this bundled product.
    2. Click Add this product to the catalog. Complete the product details screen in the Catalog and click save.
    3. On Bundled tab, click Add to Bundle. The Bundled Entitlement panel is displayed for you to add the products you want to make up this bundle. 
      Adding a bundle
    4. In Vendor, start typing the name of the vendor, a list of vendors is displayed for you to choose from.
    5. Click the Product field for a list of known products from that vendor to choose from.
    6. If no known editions are available for that product, the field is populated with No editions for the selected product. Otherwise, click the field for a list of editions to choose from.
    7. If you want to override the default quantity (each bundled entitlement uses the quantity and metric defined for it) tick the Override bundled quantity and populate the fields for it. 
      New quantity details for a bundled entitlement 
    8. Click Publish to Library.
  4. If you are not creating a bundled entitlement:
    1. In the Vendor field, start typing the name of the vendor. A list of vendors is displayed for you to choose from.
    2. In the Product field, start typing the name of the product for the vendor. A list of products from that vendor is displayed for you to choose from.
    3. In Editions, start typing the name of the edition for the product. A list of editions is displayed for you to choose from. If there is no edition associated with the product, tick the N/A check box.
    4. In Valid for versions, select the option to describe which versions of the product the entitlement covers. Your options are: 
      • All versions
      • Less than or Equal to
      • Equal to 
      • Greater than or Equal to
    5. In Version Name, choose the commonly recognized version for the product. This is typically in the format: major,minor or its colloquial version.
    6. If the entitlement is for all versions of the product, check Valid for all versions.

    7. Check Renewal if the entitlement is a renewal, Upgrade if this is an upgrade or Consolidation if it is a consolidation of entitlements.
      Renew, upgrade or consolidate
      You can link the renewal, upgrade or consolidation to an existing entitlement by following the Select related entitlement link next to it. If any of the details are incorrect, click the edit icon  to update it.

Recording the number of installations and metrics for them

Now that you have associated product attributes with the entitlement, record the number of installations you are entitled to and the metrics for them. Licenses can only be managed if you have defined a metric for it.

To do this:

  1. Go to the Quantity and Metrics panel.
  2. If you are entitled to an unlimited number of installations, check Unlimited, else enter the number of installations you are entitled to in the text box below it.
  3. Click the list arrow in Metric Type and choose a metric for the installations. 
  4. In Metric Name, enter a logical name to identify the metric type associated with the installations.
  5. Provide a description for this metric in the Metric Description box. Though not necessary, it is prudent you do to provide a prompt for your actions in the future.

Licensing may differ between product releases and to enable accurate modelling of the typical licensing practices for software running on servers, you can define different metrics for each of the releases. For example, the most prominent example is Microsoft SQL Server where 2008 is licensed per processor whereas SQL Server 2012 is licensed per core.

An example of a completed Quantity and Metrics panel is illustrated on the left. There is a relationship between the Quality and Metrics panel and the Costs and Order tab. You are not obliged to complete this section as it is optional. You are only allowed one cost and order per entitlement.

The Quantity and Metrics panel

Recording costs and invoice details

If you opt to complete this section, when you populate the Quantity field in the Quantity and Metrics panel, the Quantity (primary) field in the Cost and Order tab mirrors your entitlement to the number of installations.

  1. In Currency, click the list button to select your preferred currency
  2. If you know the unit cost for this entitlement, enter it in the Unit Cost (if applicable) field, else leave it blank. The Total Cost of entitlement is calculated automatically from the values in Unit Cost and Quantity.
  3. In Frequency, click the list button and choose the duration for your entitlement.
  4. If the unit cost is not known but the total cost of the entitlement is, enter it in the Total Cost of entitlement field, else leave it blank. The unit cost is calculated automatically from the values in Total Cost of entitlement and Quantity. If both these fields are not costed, the View Entitlement screen displays Not Specified.
  5. In Number, enter the invoice number associated with your entitlement.
  6. In Line Item Number (LIN), record the LIN if there is one.
  7. In Date, enter the date the invoice was raised.

Associating contracts to the entitlement

Associating contracts with an entitlement is optional. If you opt to associate contracts with an entitlement, you can either add a new one or look-up existing contracts to associate with the entitlement.

To do this:

  1. If you already have existing contracts you can associate with the entitlement:
    1. Click Select existing contract.
    2. In the Select existing contract list, choose the contract to add.
    3. Click Save Selection to associate the contract with the entitlement.
  2. If you are adding a new contract to the entitlement:
  3. Click Add New Contract Details.
    1. In Contract Name/Title, enter the name of the contract.
    2. In Agreement Number, enter the agreement number for the contract.
    3. In Starting Date, enter the start date for the contract or click the Calendar icon to pick a start date.

    4. Alternatively, click to open the Links dialog.

      The Links dialog

    5. Click Add new contract link.
    6. In Link Name, enter the name for the link.
    7. Click Browse to open the Select a file to attach dialog to link the contract to this entitlement.
    8. Click Save Selection.

Making note of audit information and exclusions for your entitlement

If you opt to complete this section, the Audit and Exclusions tab enable you to make note of organizations that are able to audit your entitlements and the limitations imposed on them.

Noting audit information

To do this:

  1. In Audit Details, enter the list of organizations authorized to audit your entitlements.
  2. In Audit Frequency, click the down arrow and choose the frequency for the audit – daily, weekly, monthly, quarterly, yearly or other. If you choose Other, describe the exception in the field next to it.
  3. In Audit Notice period, enter a number in the first field, and click the down arrow to choose the term for the notice period. The combination of values identify the notice period before the audit.
  4. In Audit Tool, enter the tools that the organization can use for the audit. Click Adding a list of pre-approved tools to add a list of pre-approved tools.
  5. In Audit Scope, enter the scope for the audit.
  6. In Audit Clause, enter the circumstances that triggers an audit.
  7. In Audit Penalty, enter the amount payable for the discretion.