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Create and Manage Contracts and Licenses in LCM

The License and Contracts Manager (LCM) allows you to create and manage software contracts and associated licenses, either in bulk using an upload template or manually via the user interface. This article explains both methods and outlines the minimum required fields. 

📂 Method 1: Template Upload

LCM supports the bulk upload of multiple contracts and licenses using a predefined Excel template.

Step 1: Download the Template

Download the official LCM Upload Template from the application or download here.

The file includes two tabs:

  • Contracts

  • Licenses

 

Step 2: Fill Out the Template

Fill beneath "DATA LINES TO BE IMPORTED"

✅ Required Fields – Contracts Sheet

Column Name Description
contract_number Unique contract ID used to link to licenses. Must match across sheets.
contract_name A clear, descriptive title of the contract.
contract_type Type or category of the contract (e.g., SaaS, Subscription, Support).
legal_entity The entity within your organization signing the contract.
vendor_name The supplier or vendor name.
 

✅ Required Fields – Licenses Sheet

Column Name Description
contract_number Must match a value in the Contracts sheet to link the license correctly.
product_name Name of the software product (e.g., Microsoft SQL Server).
metric Licensing metric used (e.g., User, Core, Device).
quantity Number of licenses purchased or assigned.
 

🔍 Optional Fields

All optional fields available in both sheets are defined in the LCM Schema, including extended metadata like business ownership, renewal settings, license cost, and entitlement types.

 

Step 3: Upload the File

  1. Open the Uploaders tab in LCM.

  2. Upload the completed .xlsx file.

  3. LCM will validate the content and structure before importing.

  4. If any errors are found, the system will flag them for your correction.

⚠️ Important: Ensure the contract_number is consistent across both sheets for proper linkage between contracts and licenses.

 

Template Behavior: Additive Uploads

The LCM template uploader is additive by design, meaning:

  • Uploading a new file does not overwrite existing data.

  • New contracts are appended.

  • Existing contracts with new or updated licenses will be enriched, not replaced.

  • Uploading the same contract again with different license rows will simply add those licenses.

🔑 Update Matching Logic

To determine updates vs additions:

  • contract_number + license_name are used as the business keys.

  • If both match an existing entry, the system updates the license.

  • If they’re new, a fresh entry is created.

🧠 Tip: Use this behaviour to iteratively build up your license repository over time, without needing to re-upload unchanged data.

 

🖱️ Method 2: Manual Creation via UI

For one-off entries or low-volume input, contracts and licenses can be added directly through the interface.

Step 1: Open the Contracts Tab

  1. Go to the Contracts tab.

  2. Click + Add contract.

Step 2: Choose How You Want to Proceed

You will be prompted to select a method:

  • Batch upload contracts: Use the Excel template for bulk input.

  • Add a new contract: Manually input contract details.

Step 3: Enter Required Details

Fill in the following minimum required fields:

  • Contract Number

  • Contract Name

  • Contract Type

  • Legal Entity

  • Vendor Name

Optional fields such as purchase order numbers, reminder notifications, and contract metadata are available in the UI. For details on each field, see the full LCM Schema Reference.

You can also:

  • Enable Reminder Notifications

  • Choose a reminder interval (e.g., 1 week, 30 days, 90 days before renewal)

To send the reminder to a specific email address we recommend using an auto forward for now based on the email subject.

Once created you will be able to see the contract or contracts under the contracts tab:

Step 4: Add Licenses to the Contract Manually

Once a contract is created, it appears in the Contracts tab.

  1. Click on the contract to open its detail view.

  2. Go to the Licenses tab.

  3. Click + Add license.

Required fields:

  • License Name

  • Quantity

You may also fill in additional information like:

  • License Metric

  • License Key

  • License Type

This form mirrors the contract creation process and enables the capture of granular entitlement data.

🛠️ Managing Records

Editing a Contract

  1. Open the Contracts tab.

  2. Click on the contract to open its detail page.

  3. Click the three-dot menu (⋮) in the upper-right corner.

  4. Select Edit to update contract details such as:

    • Entity and vendor

    • Dates and renewal settings

    • Descriptive metadata

Editing a License

  1. Within a contract, go to the Licenses tab.

  2. Click on the license entry or its associated menu.

  3. Click the three-dot menu (⋮) in the upper-right corner.

  4. Select Edit to update the license details

These editing capabilities allow continuous refinement and updating of records over time, ensuring accuracy for audits, renewals, and optimization activities.

Bulk Deleting Contracts or Licenses

To remove multiple entries at once, LCM supports bulk actions:

  1. Navigate to either the Contracts or Licenses tab.

  2. Click "select" in the bottom left corner.

  3. Click the selection circle on each item you want to delete.

  4. A Bulk Actions panel will appear on the right.

  5. Click Delete to remove the selected entries.

⚠️ Note: This action is irreversible. Ensure records are no longer needed before deletion.