Product subscriptions overview

  • Release version: Xanadu
  • Updated August 1, 2024
  • 3 minutes to read
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    Summary of Product subscriptions overview

    ServiceNow's Subscription Management provides a centralized view of your product subscriptions, enabling you to monitor and manage entitlements efficiently. This tool helps ensure compliance, optimize subscription usage, and track customizations that need subscription mapping.

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    Key Features

    • Subscription Status Monitoring: View the status of subscriptions (Compliant, Near capacity, Even, Over-allocated, Account-level only) to track allocation vs. purchased amounts and adjust accordingly.
    • Subscription Types: Understand and manage different subscription types including per-user (manual allocation), capacity, unrestricted user, unlimited (automatic allocation), and display-only (non-measured).
    • Custom Asset Mapping: Identify custom tables or applications not mapped to valid subscriptions to maintain compliance.
    • Instance and Account-Level Views: Review summaries of entitlements and allocations at both instance and account levels, including Creator Plus subscriptions, Now Assist usage, and cloud capacity.
    • Role Requirements: Access requires ServiceNow AI Platform roles usageadmin or admin.
    • Configurable Thresholds: Set near capacity thresholds for subscription allocation alerts in the Settings tab.
    • Reporting: Use reports like Subscription Insights and inventory scores to identify over-allocated subscriptions and unmapped custom assets.

    Practical Benefits for ServiceNow Customers

    • Quickly identify over-allocated or underutilized subscriptions to optimize costs and ensure proper entitlement.
    • Maintain compliance by tracking allocation statuses and mapping all customizations to subscriptions.
    • Gain visibility into various subscription types and their allocation methods to manage subscriptions accurately.
    • Access consolidated data on Creator Plus, Now Assist, and cloud capacity subscriptions across instances for better governance.
    • Customize alert thresholds to proactively manage subscription capacity and avoid service interruptions.

    View a summary of your product subscriptions in Subscription Management.

    Key benefits

    • Determine whether you have any over-allocated subscriptions.
    • Check for unallocated subscriptions that you can allocate to maximize usage and give users entitlement to ServiceNow products.
    • Determine whether any custom tables in the global scope or any custom applications aren't mapped to subscriptions.
    • Stay in compliance by monitoring the Status column in the list of product subscriptions.
    Figure 1. Subscriptions overview
    Overview of product subscriptions.

    Required ServiceNow AI Platform roles

    The usage_admin or admin roles are required to view and edit Subscription Management.

    Accessing product subscription overview information

    View subscription overview information on the Overview tab in Subscription Management by navigating to Admin > Subscription Management or All > Subscription Management > Subscription Management.

    Use cases

    View a summary of your instance-level entitlements in the Instance entitlements tab.

    • Identify when subscriptions are over-allocated and view insights into actions you can take to maximize subscription usage.
    • Determine whether any custom tables and custom applications on your instance aren't mapped to a valid product subscription. You must map custom tables and custom applications that you create to a product subscription.
    • View product subscription details by selecting the product name.
    • Identify which type of subscriptions you have by viewing the values in the Type column. The subscription type determines the properties and attributes of the product subscriptions that your company receives and whether to allocate subscriptions manually.
      • Product subscription types include per-user, capacity, unrestricted user, unlimited, and display only.
      • Per-user subscriptions require manual allocation by an administrator. Capacity, unrestricted user, and unlimited subscriptions are allocated on your instance automatically. Display-only subscriptions aren't measured on your instance.
      • Product subscriptions provide entitlements for different applications and can include different add-ons.

      For more information, see Types of subscriptions in Subscription Management.

    • Determine whether your subscription allocations are in compliance by viewing the values in the Status column. Adjust allocations if subscriptions are over-allocated.
      Compliant
      The number of allocated subscriptions is below the number of purchased subscriptions.
      Near capacity
      The number of allocated subscriptions exceeds the threshold for your instance. You define the threshold on the Settings tab.
      Even
      The number of allocated subscriptions equals the number of purchased subscriptions.
      Over-allocated
      The number of allocated subscriptions exceeds the number of purchased subscriptions.
      Account-level only
      The subscription allocation status isn't calculated. Only applies to Creator Plus products.

      You can customize the near capacity threshold for your instance in the Settings tab. For more information, see Configure subscription allocation status in Subscription Management.

    • View a summary of the Creator Plus subscriptions on the instance that you're currently accessing.
      • View the total number of Creator Plus subscriptions that your company has purchased in the Purchased column.
      • Monitor the total number of Creator Plus allocations on your current instance in the Allocated column.

    View a summary of your account-level entitlements in the Account entitlements tab.

    • View an account-level summary of Now Assist usage.
      • View the aggregated total of Now Assist usage entitlements from all the subscriptions that your account has purchased in the Purchased column.
      • View the total number of Now Assist usage entitlements consumed across all your instances in the Allocated column.
      • View additional details about Now Assist usage by selecting the product name.
    • View an account-level summary of Now Assist creators.
      • View the total number of Creator Plus subscriptions that your account has purchased in the Purchased column.
      • Monitor unique Creator Plus allocations across all your instances by checking the Allocated column.
        Note:
        Users allocated to a Creator Plus subscription on multiple instances are automatically de-duplicated in the count on the Account entitlements tab. When a user is allocated to a Creator Plus subscription on more than one instance, that user counts toward the allocation total only once.
      • View additional details about Now Assist creators by selecting the product name.
    • View an account-level summary of your cloud capacity.
      • View the total amount of cloud capacity that your account has purchased in the Purchased column.
      • View the total amount of cloud capacity consumed across all your instances in the Allocated column.
      • View additional details about cloud capacity by selecting the product name.

    Reports

    Title Type Source Table Description
    Insights List Subscription Insights definition [sn_sub_man_st_subscription_insights] List of over-allocated subscriptions and available subscriptions
    Unmapped global custom tables Single Score Custom Table Inventory [ua_custom_table_inventory] Count of custom tables that aren't mapped to a subscription
    Unmapped custom applications Single Score Custom Table Inventory [ua_custom_table_inventory] Count of custom applications that aren't mapped to a subscription