Custom Licenses
- Softlist Sp. z o.o.
- Alex Tluminsky
The Custom Licenses feature in the License Manager plugin is designed to help users manage a wide variety of scattered licenses from different vendors. Often, organizations deal with licenses for cloud services, SaaS subscriptions, hosting packages, and other software from multiple providers, making it challenging to keep track of everything. This feature provides a centralized solution to ensure that no license, subscription, or renewal is overlooked.
Users can manually input license details for any software or service, such as cloud infrastructure, SaaS tools, hosting services, or even specialized software for specific industries. Additionally, the plugin supports importing licenses via CSV, allowing bulk addition and easier organization.
Users will also receive timely notifications before any of these licenses expire, ensuring better control and avoiding interruptions in service.
Add Custom License
Click on the "Add" button located in the top right corner of the Custom Licenses section. A form will appear, allowing you to input all necessary information about your custom license.
By default, the following fields are available in the form:
License Name: The name of the software or tool for which you're adding a license.
Description: Add any additional information or special instructions related to the license.
Purchase Date: Date when the license was purchased.
Expiration Date: Set the expiration or renewal date of the license.
Once all details are filled in, click "Save" to store the license in your custom license list.
Adding Additional Fields
If the default fields provided when adding a license are insufficient for your needs, you can create custom fields to capture additional information. This allows for more flexibility in managing your software licenses by storing specific data that may be unique to your organization.
To create a new field, click on the “Additional Fields” button.
In the pop-up window that opens, enter a name for the new field (for example, “Price”, “Vendor”, “SKU”, “License Type“, “Version“, etc.).
Once created, these fields will be available when adding or editing licenses, allowing you to input additional details.
Managing Custom Licenses
Edit an Existing License
To update or edit an existing custom license, go to the Custom Licenses section and select the license you want to modify.
Click the "Edit" button in the "Actions" menu, update the necessary fields, and click "Save" when you're done.
Delete a License
To remove a license, select the license from your list and click on the "Delete" button in the "Actions" menu. Confirm the action to permanently delete the license from the system.
Search and Filter
Use the search bar or filter options to quickly find a specific license by name, expiration date, or tag.
Exporting Licenses
You can export all user licenses from License Manager plugin to a CSV file format. This is useful for external reporting, backup, or transferring data to another system.
How to export all custom licenses:
Click the "Import/Export" button located in the upper right corner.
Click on "Export CSV".
Once the export process is complete, the file will be available for download to your device.
Importing Licenses
The plugin also supports importing licenses from external CSV files, which is especially useful for bulk adding multiple licenses at once. This helps streamline data entry and ensures that you can quickly populate your system with license data from other sources.
Make sure your CSV file contains all the necessary license information. Use the correct column headers, mandatory columns are "Name", "Description", "Tags", "Creation Date" and "Expiration Date". You can find a sample template in the import section.
How to import licenses:
Click the "Import/Export" button located in the upper right corner.
Select the file you want to import by clicking "Import" and browsing to the location of the CSV file you prepared.
The new custom licenses will be added to your system, and any errors will be flagged for review.
Share "Custom Licenses"
You can share custom licenses added to the License Manager plugin with anyone in Jira on your instance. You can grant access either to an individual user in Jira or at a user group level, such as Jira Administrators.
Near the license entry in the "Actions" menu, select "Permissions":
In the modal window that opens, select users or groups who will be granted access:
When you share a custom license with another user or group of users, those users automatically become the owner of that custom license record and have full rights.