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Configuring a contract expiration notification policy

Asset Management Suite

A contract expiration notification policy is an automation policy that sends an email notification 30, 60, or 90 days before a contract is due to expire.

Note that the Software License configuration item type also has an expiration date because it uses the base configuration item type of Contract. Therefore the automation policy also sends out an email notification when a software license is about to expire.

A reminder runs before the expiration date to give you time to create an efficient migration and replacement strategy.

By default, the automation policies send the notifications to the system administrator. However, if you assign owners to the contracts, you might want the contract owner to be notified instead.

Warning: After you configure the automation policy to send a notification to a contract owner, you must make sure that all the contracts have an assigned owner. If a contract does not have an assigned owner, the contract expiration notification is not sent. To avoid this situation, you can make the system administrator the default owner for all new contracts.

This task is a step in the process for managing contracts.

See Managing contracts

To configure a contract expiration notification policy

  1. In the Symantec Management Console, on the Manage menu, click Automation Policies.

  2. In the automation policies list, click one of the following:

    • Contracts expiring in the next 30 days

    • Contracts expiring in the next 60 days

    • Contracts expiring in the next 90 days

  3. Specify the schedule and other settings of the automation policy.

  4. Click Edit input parameter.

  5. In the Edit Job/Task Input Parameters dialog box, in the To box, type the email address, and then click OK.

  6. Click Save changes.

  7. (Optional) Click Test Automation Policy.

    If the automation policy works correctly, it sends an email to the email address that you specified.

  8. On the toolbar, click Turn on.

To configure a contract expiration notification policy to send an email notification to the contract owner

  1. In the Symantec Management Console, on the Manage menu, click Automation Policies.

  2. In the automation policies list, click one of the following:

    • Contracts expiring in the next 30 days

    • Contracts expiring in the next 60 days

    • Contracts expiring in the next 90 days

  3. On the contract expiration notification policy page, click Edit query.

  4. In the Data Source dialog box, on the Query tab, in the left pane, click vContract, and then click Actions > Add Joins.

  5. In the Joins dialog box, do the following:

    • In the first drop-down list, leave the type LeftOuter.

    • In the second drop-down list, click vUser.

    • In the bottom left drop-down list, click [vContract].[_AssignedUserGuid].

    • In the bottom right drop-down list, click Guid.

    • Click OK.

  6. In the Data Source dialog box, on the Fields tab, click Add.

  7. In the Add Fields & DataClass Attributes dialog box, click [vUser].[Email], and then click OK.

  8. In the Data Source dialog box, click OK.

  9. On the contract expiration notification policy page, click Edit input parameter.

  10. In the Edit Job/Task Input Parameters dialog box, in the To drop-down list, click Email, and then click OK.

  11. Click Save changes.

  12. On the toolbar, click Turn on.