Software tags are an essential part of the application as they provide a general way to identify software, making it easier to track and manage. It is easy to lose track of correct tags when multiple are in use, so it is important to ensure that they are managed properly. For example, there might be duplicates of the same tag (ex: Microsoft Pro 2003 and Microsoft Professional 2003). This little difference can throw off the number of licenses identified and cause other issues. Managing your software tags will make the process of reconciling much simpler.
To find your company's software, follow the steps below:
1. Click on Inventory;
2. Click on Software.
To add a tag to the software, use these steps:
3. Add Filter;
4. Criteria “Vendor” | Filter “ Microsoft;
5. In the “TAG” column you will find the associated tag of the Software entry;
6. When clicking the pencil icon, the tag can be edited or created. You can also leverage the Mass Update function to update up to 100 items at once;
7. Software entries will be separated based on name and version number.
You can also view the software tags by following the steps below:
8. Go to Procurement;
9. Click on Reconcile, The software will help you reconcile your software inventory (what you use) with your software licenses (what you own).
10. Here you can exclude tagged items from the list;
11. Or create a new Software License contract by clicking “Create contract”.
How to create a contract from Reconcile:
12. Here you can specify all details of the contract;
13. The tag is displayed in the contract under items;
14. Edit this item by clicking the pencil icon;
15. Specify the Quantity (the number of licenses you own). This information will be used in the compliance report.
Check your Software License Compliance:
16. Go to Risks
17. Click Compliance
18. Variance is any over or under license situation for that software (red is a no-no). You can change the views and filters to view compliance standing for a specific contract, or the under licensed situations. License compliance analysis is based on the number of software licenses entered in the Contracts section and your software inventory. Verify that you entered all the software licenses you own to ensure accurate compliance analysis.
Tip: some software suites (such as Microsoft Office) consist of multiple packages (such as Outlook, Excel, etc). As a best practice, you should focus on capturing your licenses for the suite and making sure it's fully licensed.