[Music] hi my name is sea Walker and I'm a principal product success architect here at service now today I'm going to be talking to you about Reclamation rules so this is what we're going to cover today we're going to talk about what are Reclamation rules why we configure Reclamation rules and talk about some considerations when you're creating those reclamation rules and then we're going to talk about how Reclamation rules work then I'll start get kick into a demo and I'll show you how to create a Reclamation rule in the platform so what are Reclamation rules Reclamation rules aggregate software usage over time they specify either a minimum number of hours or the latest date that a software unit must be used before the software is flagged for reclamation why do I want to use these Reclamation rules it's simple you can avoid purchasing more software when you know where your software has been allocated and how often it's being used Reclamation rules reclaim software so that these rights can be freed up and allocated elsewhere so I've seen where there's many times in an organization that a user will need a specific piece of software when reality they only really need it for a short period of time so a few examples that I've seen is I've seen requests come in where people have requested projector viu because I simply need that to do my job but the reality is is that uh they simply needed it to open a project or a viso file so and just to review drawings or project um and then once that project's been completed they really never use it again so you know think about cost of project invis those are very costly pieces of software for an organization so um you know those are good candidates for uh Reclamation because these person never really used those software after its initial purpose so there's a few things you should be considering before you create uh a new recommendation rule so you're going to want to take a look and think about some of the following you know so what software model do I actually want to reclaim and do I have the software usage information for this model so we're going to be doing a a separate video on software usage so to find out how software usage information gets into service now um take a look at that video does my organization have any policies in place that covers the the Reclamation of unused software so a lot of companies do have written policies about um acceptable use and a lot of times in those acceptable use policies you um it specifies that if you're not using a specific piece of software it can be reclaimed so if the organization does have these policies you know what are those thresholds so does it say in the policy how many days or months it takes or or how many times you need to use the software within those months so you're going to want to need to know that so you can set those thresholds when you create the Reclamation rule um will the users be notified or have and have the ability to like approve or deny the Reclamation request um so this is definitely an option you can choose when you're configuring a Reclamation rule so you're going to need to know this and then by default you know the manager is the the first um approver the approver of the um request if they just choose to keep it so is that approval suff or you going to need to maybe make some modifications to and have a different approval flow uh how will the software be reclaimed um is this something that's going to be reclaimed automatically using CSD or is it a SAS integration that has removable cap removal capabilities um or is it going to be a manual process and that uh the specific Reclamation request is going to need to be assigned to a specific group within the organization ation and what group is that um are there any exclusions that need to be considered like maybe VIP users right it's not really a good idea to reclaim software for the seat on the CEO because the CEO hasn't used it right um and or is there perhaps some other restrictions like maybe a specific Department always has this software available to them even if they're not using it or maybe there specific locations that that don't need so you do have the ability to put some filtering options on your Reclamation rules so you're going to want to know that um and then what do you do about that example we just talked about what do you do about users who request software um but have never used it so there there's a setting you can have um where you can actually reclaim stuff that has no usage information so these are all things to think about before you create that Reclamation rule it's going to make creating your rule much simpler process proc so how does reclamation rules work so there's sever scheduled jobs which process the Reclamation rules um the key ones are the Sam identify new Reclamation candidates that's the main job and that's set to run monthly um then there's another job which is Sam update existing Reclamation candidates that runs weekly and that'll update those existing Reclamation candidates that were created in that initial job so these jobs compare the the reconciliation rules that you create against the software usage data that comes into the system and then when any of the conditions are met some of those ones we just talked about uh a Reclamation or sometimes known as a removal candidate those get generated for you to address and we're going to talk about removal candidates in a subsequent video and how to process through them so now I'm going to jump into a Washington instance of service now and walk you through the configuration of a Reclamation rule okay so now I've logged into a Washington DC instance of service now with software Asset Management installed So today we're going to be setting up a Reclamation rule for Google Chrome our company does not want Google Chrome they want everybody to use Edge or um or the default browser not use a third party browser like Chrome so we're going to go ahead and set up that Reclamation rule so underneath the filter Navigator we type in Reclamation rules and we go to here to Reclamation rules Reclamation rules is not available within the software asset workspace it's under Administration so here we can see this instance is already got a whole bunch of reclamation rules so by default when you configure um ass sass integration it will automatically set up a Reclamation rule for you so all the ones here you see with subscription software these are all different Integrations I have set up in this instance and they have automatically created Reclamation rules for those subscription software and these SAS Integrations but uh Google Chrome now that is an installed application so we're going to want to set up a new reclamation rule for that so we click on the new button and that will bring us to the Reclamation rule form so here we're going to want to give it a friendly name so we're going to say Google Chrome and it applies to installed software so you see we can also do an engineering app uh software or so maybe even an sap named user um type of reclamation R but for today we know Google Chrome is installed so we're going to use an installed software now the next thing you have to decide is what that Reclamation type is is it by total used time so how many hours has the person use the software within x amount of months or days or whether it's based off of the last use date so it's going to depend on your policies again check your policies see what you your standard is going to be for your organization so we're going to leave it at total use time and set that up today the next thing you have to choose is again whether you want to create a Reclamation candidate so essentially what this is going to do is going to create that Reclamation candidate if it matches for you to be able to process and and work on removing that software or maybe you want to turn it off you want to turn this rule off for a short period of time so you can actually uncheck this box and that would turn off essentially the Reclamation rule um also in the presentation we talked about what do we want to do um about users with no activity so people have it installed but have never used it so there's no activity data so our total use time will never work for us because there is no data so we can actually include the no activity if we want and that's going to generate a Reclamation candidate for those instances where there is no activity the next thing you're going to want to do is specify is there an assignment group so by default it's set up to the the software managers group um you're going to want to specify which group should this be assigned to um because there's likely going to be a default group maybe that handles the uninstall if it's manual uh of the Google Chrome and the next piece of information you can choose is whether you want to notify the user or not so when you check this box what it's going to do is it's going to actually initiate an approval process behind the scenes so what will happen is when a Reclamation candidate gets generated it will send an email to the user and we'll say hey we noticed you haven't been using your Google Chrome in x amount of days or x amount of time within the X amount of months and we are going to automatically reclaim this software in what what the user has the ability to do is either okay I approve you removing this software and they can click on approve and that'll approve them removing it or they can deny the removal in which case if they say deny no no no I need to keep Google Chrome um a a basically the flow would then kick to their manager where their manager needs to justify the approval yes okay this person does need to keep the software so we're going to turn this on um for now and hopefully show you that later when we process the removal candidates so here's where you get to specify how many days before it'll Auto reclaim so how many times do users get emails that they just simply ignore and well obviously you're not going to be sitting there forever waiting for them to decide they're not using the software they've had a chance to respond we're going to give them 10 days to respond and if they don't respond to that that email that went out to them we're going to automatically kick off the Reclamation and reclaim this software so also in the presentation we talked about install conditions so the ability to filter include or exclude whatever you want um specific attributes so in this case in the example we use in the presentation is we do not want to reclaim software for VIP users so what we can do here is we can come in and we can actually so this is looking at your install table so we're going to want to see the assign two field so we're going to show these Rel fields and here we can see assigned to user fields and on the user record there is a setting for VIP so when somebody's a VIP you can check this box and says okay this person is a VIP so right now it's saying VIP is true so this rule when it processed it would only look at VIP users and we don't want that we wanted to only look at so if VIP is false so B basically anybody else that's not a VIP so that's how I'm setting this one up um so this will basically run if VIP is false then it is going to process the Reclamation Rule and potentially generate Reclamation candidates all right so the next section is the usage metering data so you notice up here we said total use time we can specify okay how many hours Etc have has the person used it so we're going to say our policy is in the last three months if the user hasn't used the software for 10 a total of 10 hours then it's going to generate that Reclamation candidate so we're going to save the record now and then once you've saved the record you can actually notice up here nowhere did we specify what actual software model which software are we specifically talking about we only named it Google Chrome we haven't told the system that it's Google Chrome we will actually want to reclaim so we actually need to add the specific software product to the Reclamation Rule and that only shows up after you've saved the initial Reclamation rule um now most people try and click on the new but what new will do is new is going to actually allow you to create potentially a custom software model that you want to reclaim um which is not what we want to do here we want to edit and choose from one of the existing software models so we're going to search here for Chrome and we see here we've got two different Chrome so which one do I want to check track um so if I click on it here I can see down below it's giving me Product publisher product type and product classification so that's internet browser so this looks like the right one um what is this other one oh okay this is a graphics driver for some reason so we don't want to be reclaiming that one so we're going to come back up here to this one one and we're going to select that one and hit save and now we can go ahead and and update this Reclamation Rule and what it's going to do is it's going to um run the next time that monthly job runs to generate the Reclamation candidates it is going to look for Google Chrome and it's going to look for anything that hasn't been used for more than 10 hours in the past 3 months and it will generate those cand dates then one thing we didn't talk about was um sweets um I'm just trying to see here uh find a suite in here um that you might want to think about so when you when Reclamation candidates are created for the suite um if you create it at the parent level so in this case you see a Microsoft 365 uh with the newer releases of service now I believe it came out in Washington I want to say um what will happen is it will create repli Reclamation rules for any of the products underneath that Suite so when you create a Reclamation rule for the parent it will include all of these site components as well and you won't be able to modify the the Reclamation rules for those components um because it's driven by the suite itself now you still can uh individually say you only want to look at one one component you can actually um just create a Reclamation rule for that one component so and when you delete the Reclamation rule or change the Reclamation rule for the suite parent it will apply to all the components as well so uh and that ends our demo hopefully you found interesting and can start creating your own Reclamation rules in today's video we cover what Reclamation rules are and why to use them we reviewed the considerations you should take before creating those Reclamation rules we talked about how Reclamation rules work and then I went through a demonstration of how to create a Reclamation rule for more information on this topic you can go to the service now product documentation site there's two good articles uh software Reclamation roles and add a software Reclamation rule I hope you found this video interesting and make sure you check out the software usage and the Reclamation candidates videos as well