Tracking License Expiration
Asked by Abraham:

Good morning all,

We are one of your customers. We are company "xyz ", we use Jira, Confluence and Bitbucket respectively to store our documentations which includes various expiration dates on various software that we use in our company, but we are running into a problem that some of the software (Licenses) we store in confluence get EXPIRE without our knowledge .

Please, so we want to know if you guys have a feature associated with confluence that can TRACK different EXPIRATION software (Licenses) that we can used?

If, you do not have a software or feature to do that can you point me to any 3rd party software that i can integrate with confluence that can do so?

Thanks again,

Abraham


Answers:
author: Esther Strom
body: Hi, Abraham - if you are on a month-to-month plan, there is no notification; your licenses auto-renew on the same date each month.

If you're on an annual plan (for Confluence and Jira; there isn't one for Bitbucket), your site admin and billing contacts should be receiving an email 90 days prior to expiration as a reminder that your license renewal is coming up.

Or am I misunderstanding, and you're using Atlassian products as a tracking system for licenses for other software, and you want to be notified when those things expire? If that's the case, how exactly are you doing this? Do you have a Jira ticket for each license? If so, I'd add a date field (or use the due date) and then either create a dashboard that displays all of the license tickets and their expiration dates, or set up an automation rule that sends an email to whoever needs to know/

comments: author: Abraham
body: Hi Esther , sorry for response late, Please we are storing our licenses in Confluence with the following format : Name, License# , Environment, Quantity, Current Utilization, unit, start date, and Expiration date.

I am looking at what is the best way to automate this or do we have script that can track licenses expiration?

Please, so we want to know if you guys have a feature associated with confluence that can TRACK different EXPIRATION software (Licenses) that we can used?

If, you do not have a software or feature to do that can you point me to any 3rd party software that i can integrate with confluence that can do so?

Thanks again,

Abraham


author: Abraham
body: Hi Esther ,

Please do you know the process how to set up automation rule as well?

Thank you!,

Abraham


author: Esther Strom
body: Hi, Abraham. So first, just so you understand - you keep referring to "you guys" - do you guys have a feature, etc. This is a community site; there are occasional Atlassian employees floating around, but most of us are just users like you.

As a user, the way I would do what you're discussing is to use Jira, not Confluence. With Jira, you can set due date fields explicitly, rather than just having a date be a text string in the middle of a page that you have to somehow parse out. You can then create automation rules to notify you of upcoming due dates, or create dashboards that show you all due dates.

Confluence doesn't have any native automation available, so I'm not sure how you'd go about doing this if you don't have Jira. You might be able to parse dates out and send notifications with [ScriptRunner](https://marketplace.atlassian.com/apps/1215215/scriptrunner-for-confluence?hosting=cloud&tab=overview), or create embedded forms to contain your license data and display it on a calendar with [ConfiForms](https://marketplace.atlassian.com/apps/1211860/confiforms-data-forms-workflows?hosting=cloud&tab=overview), but I haven't actually tried to do so and can't guarantee that either would be possible. ConfiForms does have a free trial, so it might be worth installing to see if you can come up with something.


Tags: cloud

confluence-cloud