Contract renewal workflow

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Contract renewal workflow

    The Contract renewal workflow in ServiceNow enables customers to efficiently renew contracts that are approaching expiration or have already expired. It provides a structured, managed process to create, validate, approve, and activate new contract records linked to the original contracts. This workflow supports managing related entities such as hardware assets, software entitlements, terms and conditions, and rate cards, ensuring comprehensive contract renewal management across various contract models including Software license, Subscription, Maintenance, and Warranty contracts.

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    Key Features

    • Contract Renewal Request: Initiate renewal requests for contracts nearing expiry or expired.
    • Contract Selection: Renew multiple child contracts under a parent contract simultaneously.
    • Build Renewal: Enter all necessary renewal information for the contract.
    • Asset Selection: Add or remove hardware or enterprise assets involved in the renewal and view carried-over assets.
    • Software Assets Selection: Manage software entitlements included in the renewal and review those carried forward.
    • Terms and Conditions: Update or retain contractual terms and conditions for the new contract.
    • Rate Cards: Include rate card details to track contract-related expenses.
    • Renewal Confirmation: Review all renewal details before finalizing.
    • Renewal Approval: Approve or reject renewal requests for all contract lines.
    • Renewal Purchase Order: Manage purchase orders for assets covered under the renewed contract.
    • Process Control: Tasks cannot be edited after closure, but the entire renewal process can be canceled at various stages.

    Prerequisites and Configuration

    • Activate the Software Asset Management Professional (com.snc.samp) plugin to use the workflow.
    • For hardware or enterprise asset contracts, install the Hardware Asset Management or Enterprise Asset Management applications from the ServiceNow Store.
    • Enable the sncontractenablerenewalflow system property, which controls the workflow activation. This is set to false if you already use Software or Hardware Asset Management, true for new users.

    Domain Separation Support

    The workflow supports domain separation with these conditions:

    • Renewal requests are created in the domain of the originating contract.
    • Request lines are domain-specific to their contracts.
    • Tasks belong to the domain of the specific contract being renewed.
    • The sncontractenablerenewalflow property respects domain separation rules.

    This ensures secure and segregated contract management across domains in multi-domain ServiceNow environments.

    Use the contract renewal workflow to renew contracts that are nearing their expiry date or are already expired. This workflow enables you to renew contracts through a streamlined and managed process.

    Renew your contracts by creating, validating, approving, and activating a contract record that references the original contract. This workflow enables you to manage related entities like hardware assets, software entitlements, terms and conditions, and rate cards.
    Note:
    The contract renewal workflow supports Software license, Subscription contract, Maintenance, and Warranty contract models.
    Complete the following tasks in the contract renewal workflow to renew your contracts:
    1. Contract renewal request: Create a contract renewal request for contracts that are nearing their expiry date or are already expired.
    2. Contract selection: Renew multiple child contracts under the parent contract.
    3. Build renewal: Supply the contract renewal information.
    4. Asset selection: Add or remove hardware or enterprise assets from the contract renewal process, and view the assets carried over to the new contract.
    5. Software assets selection: Add or remove software entitlements that you want to include in the contract renewal process, and view the entitlements carried over to the new contract.
    6. Terms and conditions: Update the terms and conditions in your new contract, and view the terms and conditions carried over to the new contract.
    7. Rate cards: Add rate card details to the new contract to track contract expenses.
    8. Renewal confirmation: Review the renewal details after completing all the details of a contract.
    9. Renewal approval: Approve or reject a contract renewal request for all Contract Renewal Request Lines.
    10. Renewal purchase order: Receive the purchase order for assets covered in the contract.
    Note:
    • You can't edit a task after you close it.
    • You can cancel a contract renewal process for a Contract, Contract Renewal Request, Contract Renewal Request Lines, and Contract Renewal tasks. For more information, see Results of canceling a contract renewal process.

    Prerequisites

    Before using the contract renewal workflow, you must complete the following prerequisites:

    • Activate the Software Asset Management Professional (com.snc.samp) plugin on your ServiceNow instance.

      If you want to manage hardware or enterprise asset contracts, request and install the Hardware Asset Management or Enterprise Asset Management application from the ServiceNow Store instead.

    • Enable the sn_contract_enable_renewal_flow system property.
      Note:
      If you’re already using Software Asset Management, Hardware Asset Management, or both, this system property is set to false. If you’re a new user, this system property is set to true.

    Domain separation

    Domain separation with data separation is supported for the contract renewal workflow with the following requirements:
    • The request is created in the domain of the contract that initiated the renewal process.
    • Request lines are in the domain of the contract of the request line.
    • Tasks are created in the domain of the contract being renewed.
    The sn_contract_enable_renewal_flow system property also supports domain separation.