Does it track all licenses, or only certain types?

It queries whatever license data is in Harmony's application management catalog. The coverage depends on which applications and license records have been configured in the tenant's catalog.

What does it handle and what does it hand off to a human?

Harmony handles discovery, CSV generation, and ticket creation automatically. Actual renewal negotiations, vendor outreach, and purchase orders are handled by IT and procurement via the ticket.

Will it create a new ticket every day for the same licenses?

Yes - unlike some other monitoring workflows, this one does not have a frequency gate. Each run creates a fresh ticket if licenses are found. The assumption is that procurement wants a daily updated list of all currently expiring licenses as a live work item.

What does it need to be connected to before it works?

The Application Management module must be populated with software license records including expiration dates. The workflow template must be explicitly enabled per tenant (disabled by default).

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Finance

License Expiration Discovery

Gives IT and procurement visibility into upcoming license expirations with enough lead time to renew, renegotiate, or decommission ahead of disruption.

Book a demo How it works

Works with

One run, end to endResolved

1Runs periodic checks for licenses approaching expiration
2Identifies licenses set to expire within the configured threshold
3Distinguishes newly flagged licenses from those already being tracked
4Notifies IT and application owners through their preferred communication channel
5Suggests next-step assignments for renewal, reassignment, or decommissioning
6Routes recommendations through an approval flow before any action is taken
7Consolidates the findings into a structured report
8Opens a ticket with the report attached for IT review

Overview

What License Expiration Discovery does

License Expiration Discovery is Harmony's automated monitoring workflow for surfacing software licenses that are about to expire. Running on a daily schedule, Harmony queries the application catalog for licenses approaching their expiration date, generates a CSV report, and creates an IT desk ticket with the full list - giving procurement and IT teams a consistent, proactive view of upcoming renewals so nothing lapses unnoticed.

Who it's for

Who License Expiration Discovery Is For

Persona

IT and software asset management teams responsible for software license renewals and vendor contracts.

Pain point

Software license expirations are easy to miss - renewal reminders from vendors get lost in inboxes, there's no centralized view of upcoming expirations, and teams only notice when access is cut off. This workflow creates a standing daily audit that catches expirations before they happen.

How it works

How License Expiration Discovery Works

Trigger

A cron schedule fires (default: daily at 8 AM Eastern Time). Schedule and timezone are configurable per tenant.

1
Query expiring licenses
The workflow queries the application management catalog for all software licenses expiring within the configured look-ahead window (default: 30 days).
2
CSV report
All expiring licenses are serialized into a CSV report (expiring_licenses_report).

Outcome

A ticket titled "Software License Renewals Required" is created in the IT desk with the CSV attached. The ticket is only created if licenses are found.

Capabilities

Expiration look-ahead monitoring

Identifies all software licenses expiring within a configurable number of days (default: 30 days) across the organization's application catalog.

CSV export

Produces a structured expiring_licenses_report.csv attached to the ticket, suitable for review, export, and use in renewal workflows.

Configurable advance notice

The look-ahead threshold is configurable per tenant - set to 60 or 90 days for long lead-time vendor contracts.

Configurable schedule

Cron schedule and timezone are fully configurable per tenant (default: daily at 8 AM ET).

Zero-noise operation

Only creates a ticket if licenses are actually found; no ticket is created on runs where nothing is expiring.

Use cases

Main use cases

Daily Renewal Pipeline

IT wants a standing daily view of every software license expiring within the next month. The workflow runs every morning, queries the catalog, and creates a ticket with the full CSV if anything is expiring within 30 days. Procurement uses the ticket as their renewal work item.

Long-Lead Vendor Contracts

An enterprise software license requires 90 days notice for renewal negotiations. The look-ahead threshold can be set to 90 days, giving procurement enough lead time to start negotiations before the contract lapses.

Compliance Audit Preparation

An auditor asks for a list of all licenses expiring in the next quarter. Set the threshold to 90 days and run the workflow - the CSV provides the structured license list needed for the audit, automatically generated from the current catalog state.

Integrations

Integration	Role in the agent flow
Application Management API (internal)	Source of software license records with expiration dates across the organization's catalog
Service Desk (internal)	Ticket created with CSV attachment; tracked by IT and procurement for renewal follow-up

FAQ

It's a scheduled Harmony workflow, not an interactive chatbot. It runs on a cron schedule (default: daily), queries the application catalog for upcoming expirations, and creates a ticket if any are found.

Works alongside

More agents for the same team