Forms Specification | Software Asset Management

Portal Structure

SAM Portal Groups

Portal Group	Forms	SAM Function
Software Catalog	New Publisher, New Product	Maintain software catalog
License Management	New Agreement, New Entitlement	Manage license contracts
Deployment Tracking	New Installation, Update Device	Track software installations
Compliance	Compliance Position, Compliance Report	Monitor license compliance
Renewals	New Renewal, Renewal Decision	Manage agreement renewals
User Requests	Software Request, License Reclamation	User-facing requests

Form: Software Request

Enable users to request new software licenses.

┌─────────────────────────────────────────────────────────────┐
│  SOFTWARE REQUEST                                           │
├─────────────────────────────────────────────────────────────┤
│                                                             │
│  Requested Software *                                       │
│  ┌─────────────────────────────────────────────────────┐   │
│  │ Select software...                              ▼   │   │
│  └─────────────────────────────────────────────────────┘   │
│  Select the software you need                               │
│                                                             │
│  Request Type *                      Quantity               │
│  ┌────────────────────────┐  ┌────────────────────────┐    │
│  │ New License        ▼   │  │ 1                      │    │
│  └────────────────────────┘  └────────────────────────┘    │
│  New, Additional, Upgrade         Number of licenses needed │
│                                                             │
│  Business Justification *                                   │
│  ┌─────────────────────────────────────────────────────┐   │
│  │                                                     │   │
│  │                                                     │   │
│  └─────────────────────────────────────────────────────┘   │
│  Explain why you need this software for your work           │
│                                                             │
│  Target Device(s)                                           │
│  ┌─────────────────────────────────────────────────────┐   │
│  │ Select device(s)...                             ▼   │   │
│  └─────────────────────────────────────────────────────┘   │
│  Devices where software will be installed                   │
│                                                             │
│              ┌──────────┐  ┌──────────┐                    │
│              │  Cancel  │  │  Submit  │                    │
│              └──────────┘  └──────────┘                    │
└─────────────────────────────────────────────────────────────┘

Field Specifications

Field	Type	Required	Help Text
Requested Software	Assets Object Picker	Yes	Select the software you need
Request Type	Select	Yes	New License, Additional License, Version Upgrade
Quantity	Number	No	Number of licenses needed (default: 1)
Business Justification	Textarea	Yes	Explain why you need this software
Target Device(s)	Assets Object Picker (Multi)	No	Devices where software will be installed

Form: New License Agreement

Field Specifications

Field	Type	Required	Help Text
Agreement Name	Text	Yes	Descriptive name (e.g., "Microsoft EA 2024-2027")
Publisher	Assets Object Picker	Yes	Select the software vendor
Agreement Type	Select	Yes	Enterprise Agreement, Volume License, Subscription, etc.
Agreement Number	Text	No	Vendor's official identifier (required for audits)
Start Date	Date	Yes	Agreement effective date
End Date	Date	No	Agreement expiration (blank for perpetual)
Total Value	Number	No	Total contract value
Auto-Renew	Select	No	Does this agreement automatically renew?

Conditional Logic

When Total Value > $100,000: Show "Business Justification" textarea (required)
When Total Value > $500,000: Show "Executive Sponsor" field, route to CFO
When Auto-Renew = "Yes": Show "Auto-Renewal Notice Period (Days)" field

Form: New Entitlement

Document specific license grants under an agreement.

Field Specifications

Field	Type	Required	Help Text
Entitlement Name	Text	Yes	E.g., "Microsoft 365 E3 - 500 Users"
Agreement	Assets Object Picker	Yes	Select the license agreement
Product	Assets Object Picker	Yes	Select the software product
Quantity	Number	Yes	Number of licenses entitled
Metric	Select	Yes	Per User, Per Device, Per Core, Per Processor, etc.
Unit Cost	Number	No	Cost per license unit
Maintenance Included	Select	No	Is support/updates included? Yes/No

Form: License Reclamation Request

Request return of unused licenses.

Field Specifications

Field	Type	Required	Help Text
Reclamation Type	Select	Yes	User License, Device License, Unused Installation
Affected User	Assets Object Picker	No	User whose license is being reclaimed
Affected Device	Assets Object Picker	No	Device from which license is being removed
Software Product	Assets Object Picker	Yes	Product license being reclaimed
Reclamation Reason	Select	Yes	User Terminated, Non-Usage, Budget, Hardware Retirement

Approval Chain Design

Financial Thresholds

Agreement Value	Approval Authority
< $25,000	SAM Manager
$25,000 - $100,000	SAM Manager + Procurement Lead
$100,000 - $500,000	Finance Controller
> $500,000	CFO

Object Picker Filters

Common Filter Patterns

Picker	Filter AQL
Active Software Products	`objectType = "Software Product" AND Status = "Active"`
Active Publishers	`objectType = "Software Publisher" AND Status = "Active"`
Active Agreements	`objectType = "License Agreement" AND Status IN ("Active", "Draft")`
Active Users	`objectType = "User" AND Status = "Active"`
Active Devices	`objectType = "Device" AND Status = "Active"`