How to Create and Assign Renewal Project to Manage Subscription Renewals
Learn how to create and assign renewal projects for managing subscription renewals in your business.
Introduction
This article explains how Renewal Managers can create renewal projects and assign renewal subscriptions to Renewal Engineers from the Managed Subscription Console.
The process is similar to how renewal projects are created for Maintenance Contracts. Renewal Managers analyze upcoming subscription renewals, group them under projects, and assign them to Renewal Engineers for processing and quote preparation.
Previous Step: Identifying and Prioritizing Managed Subscriptions Using the Dashboard
Next Step: How to review Assigned Renewal Projects – Renewal Engineer Role
Key Terms
| Term | Definition |
|---|---|
| Renewal |
In the VAR ecosystem, Renewal refers to the process of extending, maintenance contract to continue service coverage for hardware or software. This typically involves reviewing expiring contracts, create asset lists for customers to approve, prepare list of assets/services to be priced, and initiate quoting process for services like: Cisco SmartNet maintenance contracts Managed service subscriptions etc.
The renewal process ensures uninterrupted service, and allows for co-terming, identify potential product upgrades, or request for change in service levels. |
| Renewal Manager | Oversees and initiates the renewal process by organizing and assigning ICs. |
| Managed Subscription Console | A workspace under the Renewal Manager module that lists subscriptions due for renewal, grouped by account and vendor. |
| Renewal Project | A group of Managed Subscriptions from the due for same customer grouped to manage renewals |
| Renewal Engineer | The team member responsible for driving the actual renewal execution. |
| Renewal Dashboard | A visual reporting tool used to identify contracts due for renewal. |
Table of Content
| No. | Section | Description | Timestamp |
|---|---|---|---|
| 1 | Introduction | Overview of renewal project creation and assigning of ICs | 00:00 |
| 2 | Key Terms in Video | What this video covers | 00:21 |
| 3 | Table of Content in Video | Topics covered in video | 01:05 |
| 4 | Ways to Access Assign Contract to Project Console | From dashboard or Salesforce App launcher | 01:23 |
| 5 | What is Assign Contract to Project Console | Its objective, structure etc. | 02:27 |
| 6 | Adding ICs to Renewal Project and assign to Renewal Engineer | What happens when you click charts or titles | 03:38 |
| 7 | Coming up next and Conclusion | What’s next after identifying renewals | 05:10 |
Watch the Video
1. Introduction
After identifying renewal opportunities using the dashboard, your next task as a Renewal Manager is to take action on those subscriptions by adding them to Renewal Projects. This step marks the transition from analysis to execution and enables a structured handoff to Renewal Engineer.
2. Ways to Access Assign Contract to Project Console
Renewal Managers can access the Managed Subscription Console in two ways:
Option 1: From Dashboard Charts
Click on the Renewal Chart for 30, 60, or 90 days.
Clicking on a chart header or an account slice opens the Managed Subscription Console filtered to show only the subscriptions relevant to that selection.
Option 2: From App Launcher
Open Renewal Manager → Subscription Console.
Click on the Assign Managed Subscription to Renewal Project tab to view all subscriptions due for renewal across all accounts.
3. Console Overview and Structure
When the console opens, it’s structured as follows:
Filter Bar at the top, where you can refine results by Account, Renewal Date, Project Assignment, or Stage.
Main Table that displays grouped ICs under each customer. Each row shows:
- Manufacturer: The vendor or provider that issued the contract, such as Cisco or ARIBA.
- Subscription Reference Id: A unique identifier assigned to the customer’s original subscription .
- Renewal Date: The date on which the contract is due for renewal.
- Total List Price: The total value of subscription
- Number of Assets: The total count of hardware or software assets linked to the contract.
- Renewal Project name (if any): The Renewal Project to which the Internal Contract is currently assigned.
- Assignee: The user (typically a Renewal Engineer) responsible for processing the renewal.
4. Assigning Subscriptions to Renewal Projects
Select one or multiple subscription records using the checkboxes beside them.
Step 1: Choose Action
After selecting, the Add to Renewal Project and Unassign Renewal Project buttons appear in the top action menu.
Click Add to Renewal Project.
Step 2: Configure Assignment
A dialog box opens showing:
Managed Subscription ID and Account – Locked for correct mapping and maintaining data integrity.
A dropdown for Select Renewal Project — choose New or Existing.
If “New” is Selected:
- Enter a Renewal Project Name.
- Choose the Assignee (Renewal Engineer).
- By default, the Renewal Manager’s name is displayed; change this to the correct Renewal Engineer.
- The Subscription Type field appears automatically.
- Click Save to create and assign.
The system creates a new renewal project, links the selected subscription, and notifies the assigned Renewal Engineer via email.
If “Existing” is Selected:
- The dropdown lists all existing Renewal Projects under that account.
- Choose the appropriate project and click Save to assign the subscriptions.
- Click Cancel to close the dialog without saving.
Editing the Renewal Project Field Directly
You can also assign or reassign subscriptions by editing the Renewal Project field in-line.
Double-click the Renewal Project cell of the desired subscription.
From the dropdown, select an existing project or choose New Renewal Project.
If New is selected, a dialog box opens (similar to earlier), where you can enter the Renewal Project name and select the assignee.
After saving, the record is highlighted.
At the top, Save and Discard icons appear.
Click Save to confirm or Discard to cancel the update.
5. Unassigning Subscriptions
If a subscription has already been assigned to a project but needs to be reassigned, select the record(s) and click Unassign Renewal Project.
This removes the subscription from the current project, allowing it to be reassigned to another one.
6. Conclusion and Next Step
In this article, you learned how to:
- Access the Managed Subscription Console.
- View and filter subscriptions due for renewal.
- Create or assign Renewal Projects.
- Assign Renewal Engineers to handle renewal execution.
- Unassign or edit renewal project assignments when required.
Next, continue with Tracking Renewal Projects and Status in Renewal Project Console to view project progress and related subscription details.
Related Learning
In this article
- Introduction
- Key Terms
- Table of Content
- Watch the Video
- 1. Introduction
- 2. Ways to Access Assign Contract to Project Console
- 3. Console Overview and Structure
- 4. Assigning Subscriptions to Renewal Projects
- Step 1: Choose Action
- Step 2: Configure Assignment
- Editing the Renewal Project Field Directly
- 5. Unassigning Subscriptions
- 6. Conclusion and Next Step
- Related Learning
