Article

Creating Alert When Software Licenses Will Be Expired in ServiceNow

Author: Agus Budi Harto, 2025-04-21 02:55:50

One of the many powerful modules in ServiceNow is Software Asset Management (SAM). This module allows organizations to manage their software licenses effectively, helping to avoid potential penalties from software vendors due to delayed license renewals.

To make this effort effective, all software licenses must be registered in ServiceNow to ensure no license goes unnoticed when it’s about to expire. All licenses should be registered under the "All - Software Entitlement" section.

Here is a step-by-step guide to create an alert when software licenses are about to expire:

1. Create an Event Registry

  • Navigate to All > Event Registry


  • Click New

  • Fill in the desired Name

  • Select the table: Software Entitlement [alm_license]

  • Fill out any other required fields

  • Click Submit


2. Create a Job Scheduler

  • Go to All > System Definition > Scheduled Jobs


  • Click New, then choose: Automatically run a script of your choosing

  • Enter a Name for the job

  • Choose the Run frequency, such as Daily, and set the appropriate Time zone and Time

  • In the Script field, write a script to query license data and trigger the event using gs.eventQueue with the event name from Step 1

  • Click Submit

3. Create an Email Script

  • Navigate to All > System Notification > Email > Notification Email Script


  • Click New

  • Enter a Name

  • In the Script field, design your email content using a script that formats license data into a readable table or structure

  • Click Submit

4. Design an Email Layout


  • Click New under Email Layout

  • Fill in the desired Name

  • Use the layout designer to create the structure and style of the email

  • Click Submit

5. Create an Email Template

  • Go to All > System Notification > Email > Templates


  • Click New

  • Fill in the Name

  • Assign the Email Layout you created in Step 4

  • Click Submit

6. Configure the Email Notification

  • Navigate to All > System Notification > Email > Notification


  • Click New

  • Fill in the Name

  • Set the Table to Software Entitlement [alm_license]

  • Under the When to send tab:

    • Choose Send when event is fired

    • Use the Event Name you created in Step 1

  • Under the Who will receive tab:

    • Select the appropriate user(s) or user group(s)

  • Under the What it will contain tab:

    • Set Content type to HTML Only

    • Choose the Email Template from Step 5

    • Set the Subject of the email

    • In the Message HTML, include your desired message and call the email script from Step 3

Once everything is configured, the notification will automatically run based on the schedule you set in the Job Scheduler.

This proactive setup ensures that software license expirations are monitored efficiently, helping your organization stay compliant and avoid any disruption in service or legal issues due to unlicensed software usage.

Related article:

Choosing the Right IT Service Management (ITSM) Tool for Optimal Efficiency

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