Last updated 2026-11-02
Software licenses
Resources → Software licenses is one register of the software licenses your company holds. Everyone with Resources access can view it. Resources managers, admins and the IT department edit it.
What a row holds
Vendor (for example "Vendor A"), product ("Product X"), legal entity, vendor account number, license model (Shared Web, Network, Node-locked, Named user or Cloud tokens), seats, seats activated, start date, expiry date, reference or activation ID, location and notes. An empty expiry date means the license is perpetual. Seats activated can be lower than seats, never higher.
The page shows totals by vendor and by product, and flags licenses that expire within 60 days or have expired.
Who can change what
- Resources manager is an access flag an admin grants under Roles & access (the employee form). Admins and the IT department have the rights without the flag.
- Resources managers add, edit and archive licenses, change seats, add vendors and products, manage assignments and import files.
- Archive hides a license; it is never deleted. Use Show archived to see it again and Restore to bring it back.
- Every change is written to a change history (who, when, field, old and new value). Resources managers see it on the license and under Change history.
Products and the Compute software list
The products here are the same list as the Software drop-down when you Take or Reserve a machine under Compute tracking. A resources manager who adds "Product X" here makes it pickable there. Earlier Take and Reserve records keep working unchanged.
Assignments
Each license can be assigned to a person or a machine, as personal or shared use, with the license server and a note.
Restricted IT detail
The license server MAC or composite host ID and IP addresses are held per license for resources managers and IT only. Other people never see them on a page, in the API, in exports or in answers from Oti.
CSV import and export
Resources managers import with Import CSV: choose the file type, upload, check the preview (rows to add, update, unchanged, and errors with line numbers), then confirm. Nothing changes before you confirm, and nothing is imported while the preview shows errors. Headers are not case sensitive and are trimmed; unknown columns are listed and ignored. Dates are YYYY-MM-DD. Rows are matched on reference; if it is empty, on vendor + product + vendor account + legal entity, and the preview says so.
| File | Headers |
|---|---|
| licenses.csv | reference, vendor, product, legal_entity, vendor_account, license_model, seats, seats_activated, start_date, expiry_date, location, notes |
| assignments.csv | license_reference, assignee, assignee_type (person or machine), usage (personal or shared), license_server, notes |
| it_detail.csv (restricted) | license_reference, host_id, ip_addresses |
Everyone can export licenses and assignments. The IT detail export is for resources managers and IT only.
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