TL;DR: This week’s Template Tuesdays spotlight features the Software License Request Form template designed to establish a standardized intake process for license procurement. This template captures software details, contract duration, vendor info, and costs upfront automatically mapping submitted answers into custom fields and routing requests for swift approval.
Hey Community 👋
Welcome back to Template Tuesdays! Every Tuesday, we spotlight a powerful template from our library, give you a quick overview of its core features, and show you exactly how to start using it right away ✔️
We’re continuing our spotlight on Request Form templates! As a reminder, you can easily access these from your profile menu under Templates & Solutions. Packed with pre-built forms, custom fields, item types, and automated routing, these templates give you a ready-to-use intake system that you can quickly adapt to your team's exact workflow.
This week, we’re focusing on an essential procurement tool: the Software License Request Form template! 🚀
Kick off your software license procurement with a clear, structured request form. Employees can submit new license needs in seconds, specifying the software name, duration, cost, and vendor details, while approvers get everything they need to evaluate and act fast. No more back-and-forth emails or lost requests: every submission is tracked from day one.
What’s Inside This Template?
- Request Form: A pre-configured intake form for new software license requests.
- Custom Fields: Fields for tracking renewal preferences, license costs, days remaining, vendors, and clients.
- Custom Item Types (CITs): A specialized License item type for asset tracking.
- Custom Workflows: A dedicated License Status Workflow to manage invoicing and administrative stages.
💡 Installation Tip: You can also find this template directly using this LINK. From there, it can be used to create a brand-new space or added directly into an existing one. For a step-by-step guide on installing it into a pre-existing space, check out this article. Plus, thanks to a recent Wrike Labs release, you can now map template configurations (such as Custom Fields) directly to your existing space setup during installation to avoid creating duplicates!
Once you install the template, head to your Space Settings ⚙️ and select Request Forms to find the newly added Software License Request Form. Click to view or edit its structure.
Let’s Take a Closer Look 👀
Once the template is installed, you will see a few example requests added in the Licenses Vault folder.
1. Custom Item Type (CIT)
This template includes a task-type Custom Item Type called License. This item type is designed to help you track and manage all licenses across both suppliers and customers. Each individual software license request should be created as a new item using this type.
2. Automatic Custom Field Mapping
There are pre-added single-select, currency, dropdown, and formula custom fields such as Renew, Amount, Days Left, Vendor, and Customer. When a requester submits the form, their answers map directly into these custom fields so your team gets structured contract data at a glance.
3. Workflows & Status Lifecycle
This template includes two workflows to manage work items:
Default Workflow: Standard workflow used for general tasks from start to finish. Account admins can edit statuses as needed.
License Status Workflow: Purpose-built to cater to license invoicing stages, featuring statuses such as To be Invoiced, Invoiced, To be Completed, and Cancelled.
4. Inside the Request Form Structure
When you open the request form settings, you can see how the intake pipeline connects:
Response Settings (Left): When a new request is submitted, Wrike automatically creates a work item using the License Custom Item Type. The status is set to To be Completed, and the item is saved directly into the Licenses Vault folder. You can further configure default actions for incoming submissions, set the initial item status, select the destination folder, or assign team members.
Form Builder Questions (Right): Questions capture key details including License Name, Vendor, Customer, Validity Start Date, Validity End Date, License Cost, Assignee, and Renewal preferences. Answers are automatically mapped straight into the relevant Custom Fields. You can add, edit, or reorder questions to match your team's specific procurement requirements.
Where to Use This Form (Real-World Examples)
This template is versatile and can be adapted across several business scenarios:
- IT Procurement & Asset Management: Allow department heads to request new SaaS tools, seat expansions, or software renewals with clear financial tracking (Vendor, Amount, Renewal Date).
- Finance & Billing Operations: Route incoming license invoices directly to accounting teams to ensure contract terms are reviewed before issuing payment.
- Client Account Management: Track customer-assigned licenses and manage renewal dates to avoid unexpected service interruptions for external clients.
Customize the Form for Your Needs
You can adjust this procurement setup using these customization options:
- Refine Conditional Logic: Add follow-up questions to the request form. For example, if the cost exceeds a specific threshold, prompt the user to upload a business justification document or manager sign-off.
- Pre-Assign Approvers: Update the form's Response Settings so new requests automatically route to your IT leads or procurement department for faster review.
- Tailor Workflow Statuses: Expand the License Status Workflow with custom stages like Security Review Pending or Legal Clearance to match your company's procurement policies.
We hope this spotlight helps your team establish a clean, reliable intake process for all software license requests!
Found this update helpful? Let us know how your team currently manages software licenses and request forms in Wrike by dropping a reaction (👍 Like/ 🙂 Agree/ 💡Insightful) or sharing your thoughts in the comments below! 👇
