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Assigning Computers to a Licence

xAssets IT Asset Management User Guide
Software Licencing

Assigning Computers to a Licence

Software Assignment lets you allocate a specific licence to a set of computers. When a product is under-licensed, assignment helps you identify exactly which computers are covered and which are not -- enabling targeted remediation rather than guesswork.

Why Assign Computers?

Assignment is optional -- the licensing position calculation works without it. However, assignment provides significant benefits:

  • Audit readiness -- you can demonstrate exactly which machines are licensed
  • Targeted remediation -- when under-licensed, you know which specific machines lack coverage
  • Cost allocation -- licence costs can be attributed to the departments or locations of assigned machines

How Assignment Works

Assignment is implemented through parent-child relationships in xAssets. The software licence is the parent, and the computers are the children. This uses the same relationship mechanism as contracts and leases.

Assigning Computers to a Licence

Step 1: Copy Computers from the Allocation Report

  1. Navigate to Software Licence Asset Register from the License menu
  2. Select the licence you want to assign computers to

TODO Screenshot: ClickMenu "Software Licences" | ClickItem "tr.drow:first-child td a" | PrintScreen "itam-software-licencing-assigning-computers-to-a-licence"

  1. From the License allocations menu, choose one of:
    • List Computers that the Selected License is Allocated to -- shows computers already allocated
    • List Qualifying Unallocated Computers for the Selected License -- shows computers that have the software installed but are not yet allocated to any licence

TODO Screenshot: ClickMenu "Software Licences" | ClickItem "tr.drow:first-child td a" | PrintScreen "itam-software-licencing-assigning-computers-to-a-licence-2"

  1. Select the computers you want to assign (use Shift+Click or Ctrl+Click)
  2. Choose Query > Copy -- a dialog confirms the copied records

Step 2: Paste as Children of the Licence

  1. Open the software licence asset
  2. Navigate to Relationships > Related Assets tab

Software licence computer assignment (image 3)

  1. Choose Paste Children...

TODO Screenshot: ClickMenu "Software Licences" | ClickItem "tr.drow:first-child td a" | PrintScreen "itam-software-licencing-assigning-computers-to-a-licence-4"

  1. In the dialog, select Has software as the Dependency Type
  2. Click OK

Step 3: Verify the Assignment

The assigned computers now appear in the Related Assets tab:

Software licence computer assignment (image 5)

Click OK to close the asset. The licence register now shows the updated Assigned count:

TODO Screenshot: ClickMenu "Software Licences" | ClickItem "tr.drow:first-child td a" | PrintScreen "itam-software-licencing-assigning-computers-to-a-licence-6"

Tips

  • Start with your most critical (and most audited) products -- Microsoft, Adobe, Oracle
  • The Qualifying Unallocated Computers report is the most efficient way to find machines that need assignment
  • After assigning computers, recalculate the licensing position to update the compliance data
  • If a computer is replaced or decommissioned, remember to remove its assignment and reassign the licence seat to the replacement machine