Keeping tabs on all your tools can be difficult as your software collection grows. This guide will show you how you can manage all of your software tools and licenses with Orderly Databases for Confluence.


What's in it for you?

  • Quick overview of all software tools and license details.
  • Ability to manage software licenses and tool documentation in one place. 
  • Easy and speedy editing of attributes like support entitlement numbers (SENs) or license keys.
  • Connect information about tools and licenses with one another by using advanced field types.

Requirements for Managing Software Tools

In this guide, you'll learn how to manage software tools and licenses using the fictitious company Good Consulting as an example. Good Consulting requires the following information about their tools to create two databases:

  • Software Tools – Containing all software tools used by Good Consulting and key information about them, including:
    • Name of the tool
    • Description
    • Admins
    • Licenses
    • Additional documentation on pages
  • Software Licenses – Containing the information for all software licenses that Good Consulting has purchased, including:
    • Title
    • Tool
    • Owner (optional)
    • SEN (optional)
    • License Key (optional)
    • Valid until
    • Status

How to Create the Databases

Initially, you need to create a database where any new software tool introduced in the company can be stored. Learn more about databases and how to create them in our Get started.
Then you create a second database for all purchased software licenses and combine the information from both databases using advanced field types.

Set Up the Tools Database

Go to “Orderly Databases” and create a new database called “Software Tools”.

Create a Confluence page where the database should be displayed e.g. “Software licenses”. Then add an Orderly Database macro to the page and point it to the “Software Tools” database.

Publish the page and build the database structure by adding new fields.

Here are some examples of field types you can add and what settings you need to choose to create a database like the one above:

TitleField TypeSettingsScreenshot

Tool

Page link
  • Enable page creation
  • Create new pages under fixed parent page
  • Select the recently created "Software licenses" page as parent page
  • Choose "Database entry macro" as initial content for the new pages

DescriptionText
  • Allow line breaks
-
AdminsUser
  • Allow multi select
-

Set Up the Licenses Database

Next, repeat the first step and create a second database to collect all software licenses in one place. Set up the required fields for the license database to document your license details in the entries.

Here are some examples of field types you can add and what settings you need to choose to create a database like the one above:

TitleField TypeSettingsScreenshot
TitleText
  • Standard settings

-

 
ToolEntry Link
  • Select "Software Tools" database as referred database

Owner

Mention

  • Standard settings

SEN (Optional)Text
  • Allow line breaks
-
License Key (Optional)Text
  • Allow line breaks

-

Valid untilDate
  • Standard settings
-
StatusSelect
  • Create selectable items that show the status of the license, For example:
    • Available
    • In use
    • Closed


Filter and Display Licenses for Each Tool

With the Database entry macro being the initial content for created pages in the database, each newly created software tool entry will automatically display its data on that page. Now only the information missing is the related software licenses. To display this, you need to insert the Orderly Database macro into the page and refer it to the "Software licenses" database. Set the filter in the macro settings to the tool's name, and the database will show only licenses associated with it.

Advanced Settings

Display All Related Licenses in Your Software Tool Database

You can add a backlink field type to display and link to each license in your software tool database. Select the Software licenses database in the field settings, and the field lists all license entries associated with the given tool.

Share Your Database Across Different Spaces

If you want colleagues from other teams to have access to the license overview, you can share your database globally. Go to "Orderly Databases" and open the database settings of the "Software Licenses" database. 
Here you can enable global sharing by ticking the respective box.

Curious to read about more ways to use Orderly Databases?

If we have raised your interest in using Orderly for your company's license management, you should also check out our other use case articles in our use case library.
Or have a look at our guides and tutorials for getting started with Orderly.