{"id":24427,"date":"2021-11-25T06:38:38","date_gmt":"2021-11-25T06:38:38","guid":{"rendered":"https:\/\/www.topdesk.mom\/en\/?p=24427"},"modified":"2024-12-11T12:42:54","modified_gmt":"2024-12-11T12:42:54","slug":"license-management-in-topdesk","status":"publish","type":"post","link":"https:\/\/www.topdesk.mom\/en\/blog\/license-management-in-topdesk\/","title":{"rendered":"Improving License Management in TOPdesk"},"content":{"rendered":"

Do you know what software tools your company is using? Okay, good. But do you know which users actually need a license for those tools? And do they have one? Those questions often are a lot harder to answer. However, having a clear overview of what\u2019s being used by whom is essential\u2014both financially and legally. To better address this, we\u2019re happy to share that registering and maintaining licenses for your software packages is now fully integrated in Asset Management. In this blog, learn more about why this is so important, and how you can get the most out of this feature.<\/span><\/p>\n

Do you have a license for that?<\/h2>\n

Nowadays\u00a0there is software for any\u00a0basic or specific\u00a0task.\u00a0Providing\u00a0your users\u00a0with\u00a0access\u00a0to such software regularly requires licenses,\u00a0which are often pricey.\u00a0And before you know it,\u00a0all\u00a0your agents\u00a0are using\u00a0different software tools for\u00a0their\u00a0tasks.\u00a0This\u00a0isn’t an\u00a0immediate\u00a0issue, until\u00a0people\u00a0switch\u00a0roles\u00a0or even leave the company, scattering their licenses\u00a0somewhere in the cyberspace.\u00a0Tracking who uses which licenses\u00a0at your organization can\u00a0thus\u00a0save you\u00a0unnecessary costs\u00a0by\u00a0determining which tools are really used. Plus,\u00a0you minimize the risk of using unlicensed software, which otherwise could lead to even more costs in the end\u2026<\/span><\/p>\n

License\u00a0Management\u00a0in\u00a0TOPdesk<\/h2>\n

For years, License Management was integrated in TOPdesk\u2019s Configuration Management. In this module, the license card type has been a neat way of coming to grips with providing users appropriate software permissions while\u00a0taking into consideration how many people may be given them. Even when things change in your organization, whether people are joining or leaving, your pool of available license cards is always up to date. This allows you to gain insight into the number of licenses you need, what software is being used \u2013 and whether it\u2019s being used properly. Maintaining an appropriate number of licenses is therefore necessary to stay productive.<\/span><\/p>\n

Moving licenses to Asset Management was easier said than done, however. As the structure of the new module is much more flexible than the old one, we blocked the migration of licenses for a while to get the transfer right. Naturally, this meant for many of you to stay with the old module. But now you don’t have to anymore, because License Management is coming to Asset Management. And regardless of whether you are making a fresh start or if you\u2019re planning to migrate from Configuration Management, every advantage of licenses will be available to you.<\/span><\/p>\n

From cards to links and relations<\/h2>\n

So, what did we change? For Configuration Management veterans, you\u00a0will probably remember that you could only register license cards while being on a software card, automatically linking the two. From that moment on, the software card showed how many licenses were in use.<\/span><\/p>\n

Is your database already filled with\u00a0these\u00a0software cards and licenses? Then\u00a0you\u2019re\u00a0now\u00a0able to simply migrate your software cards, including their licenses, to Asset Management.\u00a0Use the\u00a0<\/span>Asset migration<\/span><\/strong> menu on\u00a0the\u00a0<\/span>Asset Management<\/span><\/strong>\u00a0module page to transform your software and licenses to\u00a0asset cards\u00a0(more information\u00a0about\u00a0this\u00a0included below).<\/span><\/p>\n

Are you starting out, or looking to add more? With License Management now in Asset Management, you set this up by using some of the already well-known building blocks of this module. Our new solution was designed to make migration effortless and to simplify an initial setup of License Management. How? Only the following steps are required for those who start fresh:<\/span><\/p>\n

    \n
  1. Via <\/span>Asset Management<\/span><\/strong>\u2019s module page,\u00a0<\/span>open the Template Designer to\u00a0create templates<\/span><\/strong>\u00a0for your assets and design what your license cards will look like. For instance, add fields to fill in the number of licenses you\u2019ve purchased, a license code, and the expiration date. Haven\u2019t registered any software yet? Then create a separate template for registering information about the software tool itself. And no worries: you can adjust this design any time you want.<\/span><\/li>\n
  2. On both templates, make sure to\u00a0<\/span>add a Relationships widget\u00a0<\/span><\/strong>to register and show relationships between your assets. Use the\u00a0<\/span>Assign link types\u00a0<\/span><\/strong>button to\u00a0add a link type.\u00a0Link types are used to\u00a0describe why\u00a0assets are related to each other, giving more structure\u00a0to your database.
    \nIs there no fitting link type listed yet? Simply\u00a0type a new name, like \u2018Licencing\u2019,\u00a0and\u00a0click on\u00a0<\/span>Add option<\/span><\/strong>.<\/span><\/li>\n
  3. On your software template, add the new\u00a0<\/span>Relationship grid widget<\/span><\/strong>. Adding this widget allows you to not only see which assets are linked, but to also show their data. This is especially useful to quickly see how many licenses you have for a certain software tool. Click on\u00a0<\/span>Setup<\/span><\/strong>\u00a0to choose what information\u00a0you want to show\u00a0from your licenses.\u00a0Any link between software and licenses will automatically appear\u00a0in this grid\u2019s overview.<\/span><\/li>\n
  4. Now\u00a0it\u2019s time to\u00a0<\/span>register software and\u00a0licenses<\/span><\/strong>\u00a0in\u00a0TOPdesk.\u00a0Go to the\u00a0<\/span>Asset\u00a0overview<\/span><\/strong>\u00a0and click\u00a0on\u00a0<\/span>New<\/span><\/strong>\u00a0to get going. Don\u2019t forget to use the Relationship widget to create a relationship between a software tool and its available licenses. Additionally, link users to your licenses via the\u00a0<\/span>Assignment<\/span><\/strong>\u00a0widget, so you always know who is currently using a license.\u00a0<\/span>
    \nTip: do you\u00a0need to create\u00a0several\u00a0assets? Use the\u00a0asset\u00a0import functionality via\u00a0<\/span>More<\/span><\/strong>\u00a0>\u00a0<\/span>Import<\/span><\/strong>\u00a0on the Asset overview. Also, we’re working on a way to copy assets. Stay tuned!<\/span><\/li>\n<\/ol>\n

    Are you migrating data from Configuration Management? The only thing you have to do, is start the migration for your software cards. From\u00a0TOPdesk version 11.11.010\u00a0onwards (and Virtual Appliance 2021 Release 4 and higher), T<\/span>OPdesk\u00a0takes the steps mentioned above for you.\u00a0Any\u00a0related licenses\u00a0are automatically taken along during the migration\u00a0and are again linked to the\u00a0right software card.\u00a0All information that is stored in the old Configuration Management is stored on your new asset cards,\u00a0but because of Asset Management\u2019s flexibility,\u00a0you can always decide to add\u00a0or remove\u00a0whichever field.<\/span><\/p>\n

    Want to know more?<\/h2>\n

    While reading this blog, you have learned about\u00a0the importance of license management and how\u00a0TOPdesk\u00a0can help you\u00a0to\u00a0get a grip on\u00a0software usage in your organization.<\/span><\/p>\n

    Customers only:<\/strong> In\u00a0knowledge item KI 15065 on My TOPdesk<\/a>, we tell you more about setting up license management, plus some links to more knowledge items about Asset Management.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"

    Do you know what software tools your company is using? Okay, good. But do you know which users actually need a license for those tools? And do they have one? Those questions often are a lot harder to answer. However, having a clear overview of what\u2019s being used by whom is essential\u2014both financially and legally.<\/p>\n","protected":false},"author":379,"featured_media":28647,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_searchwp_excluded":"","inline_featured_image":false,"editor_notices":[],"footnotes":""},"class_list":["post-24427","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry"],"acf":{"blog_author":27042,"blog_hubspot_cta_link":"","toc_display":"compact","blog_promotion_overwrite":false,"blog_promotion":false},"yoast_head":"\nImproving License Management in TOPdesk | TOPdesk<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.topdesk.mom\/en\/blog\/license-management-in-topdesk\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Improving License Management in TOPdesk | Better support, happy customers | TOPdesk\" \/>\n<meta property=\"og:description\" content=\"Do you know what software tools your company is using? 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