Hardware and Software Inventory in a Company
In this article, we show how to manage hardware and software inventory in Ewida Standard. It is a Windows desktop application designed for keeping records of equipment, licenses, purchase documents, and relationships between objects.
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In the example, we assume a simple scenario: a company wants to add software and licenses for 10 workstations to the records. Based on that, we show the logic of working with objects and relationships.
The Principle of Reflecting Reality
The most important principle in Ewida Standard is that the records should match the real-world state. This means that objects are entered into the program in a way that reflects as closely as possible the actual number of installations, documents, licenses, and relationships in the company.
This approach has major practical value. It makes the records more than just a list of simplified entries. They become a tool that can later support license control, equipment analysis, reporting, and day-to-day administrative work.
What the Software Object Means
The Software object represents one specific software installation in the company environment. So if a given application is installed on 10 computers, 10 Software objects should be entered into the records. This model reflects the real usage of the program and later makes it possible to build correct relationships with computer sets and licenses.
What the License Object Means
The License object represents the actual right to use software. This right may come from a purchase document, an electronic key, or another form of license, depending on the vendor’s model.
If the company has one multi-seat license for 10 workstations, we enter 1 License object in the records and put the value 10 in the Number of Workstations field.
If, on the other hand, the company has 10 separate single-seat licenses, then we enter 10 License objects, and each of them should have the value 1 in the Number of Workstations field. This is exactly how the rule of matching the records to the real state works.
Example Inventory Scenario
In the next part, we use a simple example: the company uses Microsoft Office on 10 workstations and has one license covering all of those installations. Based on this example, we show how to add the software, the license, the purchase document, and the relationships between objects.
Adding Software
We start by launching the add wizard using the option Main Menu → Software → New. In the form, we enter the program details, and after confirming them, we move on to defining how many objects should be created in the records.
To change the quantity, you can click the Quantity field or select the record and use the F2 key. This makes it possible to quickly prepare many identical objects corresponding to installations of the same program on different computers.
In our example, we create 10 Software objects, because that is the number of actual installations we want to reflect in the records.
Adding a License
After entering the software, we move on to adding the License object. This can be done from the same wizard using the New button. Then we complete the license details according to the actual ownership state.
In this scenario, we enter 10 in the Number of Workstations field, because one license covers 10 installations. It is also worth keeping fields such as Name and Version consistent so that they match the software added earlier. It does not really matter whether the license details or the software details are finalized first. What matters is that both object types stay consistent with each other and with the company’s real situation.
The Purchase Document as Part of the Records
Software and license inventory in Ewida Standard also includes the purchase document. The document details are visible on the left side of the wizard and should be completed before the whole operation is confirmed. Thanks to this, the records immediately include not only the program and the license itself, but also the basis for the purchase.
If the invoice also contains other items that should go into the records, they can be added in the same process. This is a practical approach because it helps keep the data consistent already at the stage of entering records, without having to return to the document later.
Linking Software to Computer Sets
Once the objects are saved, the next step is to indicate on which computers the software is installed. To do this, we create relationships between the Software object and the Set object.
This can be done through the option Main Menu → Software → Assign → Set. In practice, filters are very helpful because they make it easier to narrow the list to the right records, for example only items named Microsoft Office. With larger amounts of data, the Only Free option is also useful, because it shows only those elements that have not yet been assigned.
The most convenient way to create relationships is by using the Drag and Drop method and dragging the software onto the appropriate computer set.
Linking Software to a License
After linking the software to computers, relationships must still be created between the Software and License objects. Without that, the records would be incomplete, because it would not be clear which installations are covered by a specific license entitlement.
The operation is performed through Main Menu → Software → Assign → License. Here as well, filters and bulk selection can be used. If several or more objects are to be assigned to the same license, it is convenient to select them all at once with CTRL+A or the CTRL and SHIFT keys, and then connect them to the selected license in one move.
How to Tell That a License Has Been Used
Once the relationships are complete, it is worth checking the properties of the License object. When all available workstations have been allocated to the appropriate software objects, the license status changes to in use. This is a simple signal that the number of relationships matches the value stored in the Number of Workstations field.
Thanks to this, it is easy to verify whether a license has been used in line with its declared scope and whether the records contain any missing or excess assignments.
Summary
Hardware and software inventory in Ewida Standard is based on consistently reflecting the real-world state: the number of installations, the number of licenses, purchase documents, and relationships between objects. That is exactly why the program works well as a Windows desktop tool for structured company records.
If the data is entered in line with reality, later reporting, license control, and equipment analysis become much simpler and more reliable.