Comment Single User Software Assignment

tims asked a question.

August 20, 2018 at 7:00 AM

Hi,

we would like to comment the use of a specific software for each user.

There are several high prised software products we would store the information why each user needs this software.

How can we store this information?

How can we see a list of all users allowed to use this software?

Thank you in advance

Tim

Software & License Management

Community Manager (Flexera Software)
8 years ago
Hi Tim, In addition to Marcel's solution you can also add a custom field to the user category to add the high-priced application. And this custom field can be added to multiple reports. Downside is, when you have one user which is allowed to use multiple high-priced applications you need to add multiple custom fields. Another trick to monitor unauthorized usage of an application is to add user rights to this specific application. 1. Open one of the high-priced applications. 2. Go to the user tab. 3. Right click on one of the users which is allowed to use the application. 4. Select “Add rights to user” 5. All unauthorized users will be marked in red. You can check the Alert list in your Snow Dashboard when users are using the software unauthorized. When you click on the blue link in the Alert list you will be redirected to the complete list. Best regards, Jeroen
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- tims
  8 years ago
  Hi Jeroen, your second solutions sounds best to me, so I tried this one. I added authorized user to this application. Unfortunately the other four users does not appear as unauthorized users. Five installations in sum and only one allowed user should show four unauthorized users. I already recalculated the compliance. Did I miss something? Even using this solution I cannot add a comment to show the reason why THIS user need THIS application to do his job? For example no reference for a ticket can be given. Regards Tim
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Community Manager (Flexera Software)
8 years ago
Hi Tim, The other users will only appear if they have used the software. Apparently, they haven’t used the software yet. You’re right. You can’t provide any commend when using the authorised user option. This option is only usable as a notification system. How many applications do you have which apply as these high-priced applications? Best regards, Jeroen
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- tims
  8 years ago
  Hi Jeroen, thanks, this explains why the users do not appear. If it were up to management, we'd have to document every piece of software which costs license fees. We have to check regularly if and why the software is still needed. This information is very helpful to keep the license costs low. I would like to avoid having to maintain this information in other software. Regards Tim
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Community Manager (Flexera Software)
8 years ago
Hi Tim, thank you for posting this question. I see a suitable solution for your needs: If you enter a license, you are having the possibility to enter additional information. This can be either custom fields or the 'information' section of the license element. There I would store the information under 'Notes'. I made an example here. Would this work out for you? /marcel
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toby26
a year ago
You can handle single-user software assignment efficiently by using an asset management or ITSM tool (like ServiceNow, Lansweeper, or ManageEngine). These systems allow you to store custom fields per user, such as justification for software usage, and generate reports or views listing users per software title. This makes tracking high-cost licenses transparent and auditable.
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