Manage agreements

Learn how to manage your agreements in SAM Core on Snow Atlas.

The ​Agreements​ page shows a list with selected information about your agreements. You can search the list by filtering, sorting, and adding more columns to the lists. On the ​Agreement search​​ page, you can add advanced search filters and save your searches.

note

Oracle agreements are not described here.

View agreements

For field descriptions, see Agreements: Reference.

1. On the SAM Core menu, select Agreements.

2. Find and select the agreement you want to view the details for. For information on how to search, see Search for agreements or Advanced search for agreements.

Search for agreements

1. On the SAM Core menu, select Agreements.

2. In the table header, select the funnel of the column you want to use for your search, and then do the following:

   • To search by using text or agreement number:

     a. Select operator: Contains or Not contains.

     b. In Filter, enter the search criterion.

   • To search by using dates:

     a. In the calendar view, select a time period by selecting From and To dates.

     b. Select Apply.

   • To search by using predefined values:

     a. Select the checkboxes for the values you want to include in your search.

3. To add more columns for your search, select Column selector, and then use the checkboxes to select the columns you want to add.

4. Optional: In the table header, select any column name to sort by that column. Select the column name once again to reverse the sort order.

Advanced search for agreements

1. On the SAM Core menu, under Agreements, select Agreement search.

2. Select Organization to filter your search.

3. Optional: You can narrow the search even more by adding search criteria, such as Agreement type or Contractor:

   1. Select search criterion from the list, and then select the + (plus sign).

   2. Select operator, and then enter the search string. Use % as a wildcard character.

   3. Repeat steps Step 3.i and Step 3.ii to add more search criteria.

   EXAMPLE

   To search for Microsoft software agreements with agreement numbers starting with "803...", you can use the following criteria, operators and search strings:

   Agreement type equal to Software agreement

   Agreement number like 803%

   Contractor like Microsoft%

4. Select Search.

Save searches

You can save filters and search criteria of an advanced search you have made, so that you can make the same search later on. Your saved searches are only visible to you.

1. On the ​SAM Core​ menu, select ​Agreements​​.

2. Create a search for one or several agreements. For more information on how to search, see Advanced search for agreements.

3. Select the three dots in the upper-right corner of the page, and then select Save search.

4. Enter a Name of the search, and then select Save.

   You will find your saved search in the Saved searches list.

Add agreements

For field descriptions, see Add or edit agreements: Reference.

If you want to add multiple agreements, you can use the Agreement import functionality. For more information, see Import agreements.

1. On the SAM Core menu, select Agreements.

2. Select Add agreement.

3. On the General tab, do the following:

   1. Select agreement Type.

   2. Enter an Agreement number and an Agreement name.

   3. To automatically attach computers to the agreement, select Auto attach computers and then select one or several organization nodes from the list.

      note

      This option is not available for all agreement types.

   4. If this is a subscription agreement, select Subscription agreement.

   5. If this a software agreement and upgrade rights apply for licenses attached to it, select Upgrade rights.

   6. If you want the agreement to always be visible when you search for and attach agreements to license purchases, select Include in searches where license purchase date is outside of active period.

4. On the Agreement periods tab, specify the start and end dates of the agreement:

   1. Select Add new period.

   2. Select dates from the Valid from and Valid to lists.

   3. Select OK.

      The agreement period is added to the list.

5. On the Contact info tab:

   1. Do one of the following:

      • Enter the contact information manually for the Contractor and the Contractor contact.

      • Select Select contractor, and then search for and select the contractor. If you have imported contact information on the contractor into SAM Core, that information will be fetched to the Contractor and Contractor contact sections. For more information, see Manufacturers and vendors.

   2. Enter contact information for the Local contact agreement owner in your organization.

6. On the Alerts tab, specify if you want the expiration of the agreement to generate alerts. To activate alerts, do the following:

   1. Select Activate alerts on and before agreement expiration.

   2. Enter the number of days before agreement expiration that the alert will appear as a renewal, warning, and critical alert.

   note

   You can also send expiration alerts as email notifications. For more information, see Manage notifications.

7. On the Description tab, select the area to manually write or paste any information that you want to have available here, as free text.

8. On the Documents tab, select Add document to upload documents or add links related to the agreement.

9. On the Custom information tab, enter values in the custom fields configured as mandatory for the agreement type, if any. To add more custom fields, do one of the following:

   1. To add a single custom field: In Custom fields, select the field you want to add, select Add, and then enter or select a Value for the field.

   2. To add all available custom fields: Select Add all, and then enter or select a Value for each of the fields.

10. Select Save.

Edit agreements

For field descriptions, see Add or edit agreements: Reference.

1. On the SAM Core menu, select Agreements.

2. Find and select the agreement you want to edit. For information on how to search, see Search for agreements or Advanced search for agreements.

3. Select Edit agreement.

4. Add or edit the applicable information, see Add agreements.

5. Select Save.

Delete agreements

When an agreement expires and becomes obsolete, you have the option to delete it in SAM Core. For information on expired agreements, see Expired agreements.

caution

When you delete an agreement, you will also delete all sub-agreements and/or licenses attached to the agreement.

1. On the SAM Core menu, select Agreements.

2. Find and select the agreement you want to delete. For information on how to search, see Search for agreements or Advanced search for agreements.

3. Select Edit agreement.

4. Select Delete.

5. Select Delete to confirm.

Archive agreements

When an agreement expires and becomes obsolete, you have the option to archive it in SAM Core. For information on expired agreements, see Expired agreements.

When you archive an agreement, you have the option to also archive any attached sub-agreements and licenses.

1. On the SAM Core menu, select Agreements.

2. Find and select the agreement you want to archive. For information on how to search, see Search for agreements or Advanced search for agreements.

3. Select the three dots in the upper-right corner of the page, and then select Archive agreement.

4. On the Select agreements page, select the agreements you want to archive.

5. For agreements with attached licenses:

   1. Select Next.

      note

      If no licenses are attached to the agreement, Next is not available.

   2. On the Select licenses page, select the licenses you want to archive.

6. Select Archive.

Unarchive agreements

When you bring back an agreement from the archive, you have the option to also bring back any previously attached sub-agreements and licenses that were archived together with the agreement.

1. On the SAM Core menu, select Agreements.

2. Find and select the agreement you want to bring back from the archive. For information on how to search, see Search for agreements or Advanced search for agreements.

   tip

   • On the Agreements page, you can filter the agreements by selecting Archived in the table header of the Status column.

   • On the Agreement search page, you can search the agreements by selecting Include archive.

3. Select the three dots in the upper-right corner of the page, and then select Unarchive agreement.

4. On the Select agreements page, select the agreements you want to bring back from the archive.

5. For agreements with previously attached licenses:

   1. Select Next.

      note

      If no licenses were attached to the agreement when it was archived, Next is not available.

   2. On the Select licenses page, select the licenses you want to bring back from the archive.

6. Select Unarchive.