Summary

A description of the fields in each section of the Create Maintenance page. This also covers the Edit Maintenance page.

A Maintenance entitlement type in AppClarity specifies the rights and limitations for an organization to install and/or use updated versions of software defined in a license. For example you could specify a maintenance entitlement for Microsoft Visio 2016 to cover all new versions from the current date for the next 3 years.

The sections on the New Maintenance or Edit Maintenance page are:

The Summary panel

The Summary panel on the right-hand side of the entitlement displays a summary of the settings that have been made in the entitlement so far. It's always visible on screen and can be used to navigate between the various sections of the entitlement.

The panel also contains the following buttons:

ButtonDescription
PublishPublishes the entitlement so it becomes active.
Save DraftSaves the current settings in the entitlement to a draft. This can be used to save edits if you are part way through creating or making changes to the entitlement. It can also be used to inactivate an entitlement by removing its published status.
CancelCancels the current edits and closes the page.


Basic Information

This section deals with the basic information for the entitlement, such as details of the product, the coverage and term of the entitlement.

Field
Details
Management Group*

Here you can associate the entitlement with Management Group of your choice.


Custom IdentifierAn optional field. You can specify any alpha-numeric value to help identify the entitlement in the Draft and Published pages and when linking to other entitlements.
CommentsEnter text here to store any comments you have related to the entitlement.

Product

This sub-section defines the product covered by the entitlement.

FieldDetails
Vendor*

Defines the vendor of the product the license will apply to.The vendor part of the vendor, title, version and edition for a product. This must be filled out before any other fields. Suggested suitable vendors that match your text are displayed as you type into the field, which you can select to auto-complete the entry.

Product SKU

Suggested matching SKU are displayed as you type into the field, which you can select to auto-complete the entry.

When you select a SKU other fields in the license will be automatically prefilled. For example, selecting the SKU for a particular edition of Microsoft Office 365 may set the License Type to Subscription, the Product title to Office 365 and the Edition to ProPlus. These fields will then be fixed as they are derived from the SKU and not entered by hand.

Show licensable onlyThis toggle, which is on by default, sets whether the matches from 1E Catalog are filtered to show only products that are marked as licensable - and therefore appropriate for entitlements. You can flip this to off, if the product you are looking for is not visible and you're not sure if it's licensable or not, to see the unfiltered list of product related information from 1E Catalog.
Title*

Defines the title of the product the license will apply to. This is a mandatory field.The title part of the vendor, title, version and edition for a product. Suggested suitable titles from the selected vendor that match your text are displayed as you type into the field, which you can select to auto-complete the entry.

Version Type

All Versions, Dot Format,or Colloquial. By default this is set to All Versions.


Version

Defines the version of the product the license will apply to.The version part of the vendor, title, version and edition for a product. The Version format is dependent on the chosen Version Type. This field is disabled for a Version Type of All Versions.

Edition

Defines the edition of the product the license will apply to.The edition part of the vendor, title, version and edition for a product. Suggested suitable editions for the selected vendor and title that match your text are displayed as you type into the field, which you can select to auto-complete the entry.

Coverage

This sub-section defines the coverage details for the entitlement, such as: the metric that will be used for the entitlement and the number of installations the entitlement covers, i.e. whether the entitlement is unlimited or defined by a specific quantity of units.

FieldDetails
Metric

The metric type for a license or maintenance entitlement. This may be one of:

TypeDescription
CoreThe metric for the license is related to the number of cores present on a device. For example, licenses for Microsoft SQL database are related to the number of cores on the server where Microsoft SQL is installed.
DeviceThe metric for the license is for devices. For example licenses for Microsoft Visio are on a per device basis. This is the default type.
OtherThis can be used to reference your own license metric type.
ProcessorThe metric for the license is related to the number of processors for a device. For example, licenses for certain Oracle products are related to the number of processors on the server where the Oracle product is installed.
PVUThe metric for the license is related to the Processor Value Unit present on a device. For example. licenses for IBM products are related to the Processor Value Unit (PVU) for the device where the IBM product is installed.
UserThe metric for the license is related to the users for the product. For example, Microsoft Office 365 licenses are related to users and not the devices the software is running on.

The Metric works with the Quantity field to determine how licenses are applied.

Other metric

This field is enabled if the Metric field is set to Other and allows you to specify an entitlement metric that is not covered by default in AppClarity.

This field is only enabled if Other is selected in the Metric Type for entitlements and allows you to enter a metric that is not covered by the basic Metric Type options.

UnlimitedIf you set the Unlimited toggle to on, this entitlement will cover all installations and the Quantity and Units fields will be disabled.
Quantity

Sets the number of licenses bought for this entitlement. Only enabled if the Unlimited toggle is set to off, in which case this field is also mandatory.

UnitsSets the number of units per licenses purchased. Only enabled if the Unlimited toggle is set to off, in which case this field is also mandatory.
Total

The total number of licenses, which is the Quantity value times the Units value.

AppClarity will count each unit in the Total field against a single unit of the given Metric type. So if the Metric type is Device and the Total calculates to 50 this will count against 50 devices. For an SQL Server Enterprise example the Metric type would be Core so this will count against 50 cores.

Entitlement Term

This sub-section defines the type and length details for the entitlement, such as: the start date and the duration and end date.


FieldDetails
Entitlement Type

For License entitlements this can be set to Perpetual or Subscription. By default this is set to Perpetual.

For Maintenance entitlements this can only be set to Subscription.

Start Date*When the entitlement starts applying. This defaults to the date the entitlement was created.
Duration*

The Duration and End Date fields are only enabled for Subscription entitlements.

If you set the Duration the End Date is calculated. If you set the End Date the Duration is calculated.

These fields determine how long the entitlement is applicable for after start date.

The Duration is set in terms of months and determines the number of months the entitlement will be valid for.

End Date*

The Duration and End Date fields are only enabled for Subscription entitlements.

If you set the Duration the End Date is calculated. If you set the End Date the Duration is calculated.

These fields determine how long the entitlement is applicable for after start date.

The End Date indicates the last date the entitlement will be valid until and is set using a date picker.

Rights

This section lets you control how the entitlement applies to existing versions of the product it's related to.

FieldDetails
Version UpgradeRights to check if the entitlement is also applicable on higher versions of selected version
Version DowngradeRights to check if the entitlement is also applicable on lower versions of selected version. By default it is true
Edition DowngradeRights to check if the entitlement is also applicable on lower editions of selected edition
Multi InstanceRights to check if the same license is also applicable on multiple installations on same device
Secondary use count rightThe available count of secondary uses
Versions coveredThe table below the fields shows the overall versions and editions covered by the entitlement based on the selected rights.

Costs

This section lets you control how the entitlement is costed and how it can be considered within the overall spend.

FieldDetails
Currency

The currency applied to the entitlement. Clicking on the Currency field displays a list of currencies to choose from.

Payment FrequencyOnceOff, Monthly, Quarterly, Yearly. The default is OnceOff.
Unit CostThe cost of the licence per unit, combined with the Quantity and Unit Cost Type values to calculate the license cost.
License CostThis is calculated based on value filed in the Quantity, Unit Cost and Payment Frequency. This value only displays the cost and cannot be edited directly.

This section lets you create links between your entitlements. If you are creating a new entitlement this section will initially look like this:

After you have saved the entitlement this section provides an interface for linking it to other entitlements:

There are three sub-sections:

Parent

Here you can link a parent license, agreement or maintenance. Clicking on the +Add link area displays the Add Parent popup.

Select LicenseAgreement or Maintenance to add that type of link - a list of entitlements of the selected type will be displayed. Click on any of these and a green check mark will appear to indicate the selected parent, you can only select one. Once you've made your choice click the Add button to link the checked parent.

Associations

Here you can link contracts. Clicking on the +Add link area displays the Add Contract popup.

A list of contracts will be displayed. Click on any of these and a green check mark will appear to indicate the selected contract, you can select more than one contract to link. Once you've made your choice click the Add button to link the checked contract(s).

Children

Here you can link child maintenances. Clicking on the +Add link area displays the Add Child popup.

A list of maintenance entitlements is displayed. Click on any of these and a green check mark will appear to indicate the selected child - you can select more than one child. Once you've made your choice click the Add button to link the checked children.


Audit & Exclusions (Optional)

This section lets you control how the entitlement is audited.

FieldDetails
Auditor DetailsOrganizations that are allowed to perform the audit including (if appropriate), the licensor organization and any third-party organizations, according to what was agreed in the contract.
Audit ScopeDefines what part of the software customer organization is allowed to be audited.
Audit ClauseProvides additional information on what could trigger the audit.
Auditor FrequencyDefinition of the highest agreed frequency of the audit expressed in months.
Auditor Notice periodNotice period in days.
Audit ToolName of the tool(s) which are approved for use in the audit.

Additional information (Optional)

This section lets you enter additional information related to the entitlement that may come from a Vendor agreement or contract.

Sub-SectionFieldField Details


Business UnitSpecifies the Business Unit the agreement will be applied to. This may correspond to your management groups, depending on how you have those configured.

Sponsor

Name of the person who manages the budget associated with an agreement (this field is likely to be used only on agreements, but could be extended to other entitlements)
InvoiceNumber

The invoice number, usually specified in the customer contract.

Line Item NumberThis optionally identifies the line number (if provided) on the customer contract that pertains to the invoice.
DateThe date for the invoice.
Purchase OrderNumber

The purchase order number, usually specified in the customer contract.

Line Item NumberThis optionally identifies the line number (if provided) on the customer contract that pertains to the purchase order.
DateThe date for the purchase order.
Direct SupplierNumber

The number that identifies the direct supplier. For example, in some organizations this may be the same as the contract number.

Line Item NumberThis optionally identifies the line number (if provided) on the contract that pertains to the direct supplier.
DateThe date for the contract.
Internal OrderNumber

The ITARS or similar internal identifier for the order as specified in the customer contract.

Line Item NumberThis optionally identifies the line number (if provided) on the contract that pertains to the internal order.
DateThe date for the contract.
Licensor DetailsNumber

The number (or name) of the licensor, could be the vendor or a VAR.

Line Item NumberThis is intended as a reference to a licensor source other than an invoice, e.g. to an on-line portal of license purchases.
DateThe date for the contract.
FOSS DetailsIsFoss

This value is true only if the granted rights fulfill the requirements of both definition of the Free software maintained by the Free Software Foundation.

Copy LeftThis value provides information on whether derivative works (which are always allowed for open source software) are themselves required to be open source software. There are three allowed values: “strong” means that all kinds of derivative works are required to be open source software themselves, “no” means that for all kinds of derivative works, it is allowed to distribute the derivative work as proprietary software. The intermediate value of “weak” means that there are some restrictions and the details are to be checked in the license.
Trademark restrictionsFOSS trademark restrictions.