Software version tracking and end of life
How to record an application's version, track its end-of-life date, and get reminders before support ends. For software/IT owners and admins.
Before You Begin
- You need edit permission for software applications to change version fields.
- The application must already exist. See Getting Started with Software Applications.
- Related article: Adding an Expiration Item.
Step 1: Open the Versions tab
- Open the application.
- Click the Versions tab.
The left card shows the version details; the right card shows the Version History.
[Screenshot: Versions tab with the version details card on the left and version history on the right]
Step 2: Record version details
On the Version Details card, click a value to edit it:
- Current Version — the version you're running.
- Latest Available Version — the newest version the vendor offers.
- Version Status — a badge you set: Up to Date, Behind, Critically Behind, or Unknown.
- End-of-Life Date — the date the vendor stops supporting your version.
- Last Verified Date — when you last confirmed the version. Click Verify Now to set it to today.
Each change saves in place.
Tip: The Version Status badge also appears on the Software List, and you can filter the list by it — a quick way to find everything that's Behind or Critically Behind.
Step 3: Read the version history
Every time you change the Current Version, a new row is added to the Version History with the new version, the previous version, the date, who changed it, and any note. The history is a permanent record — older rows are never overwritten.
Step 4: Use the End-of-Life reminder
When you set an End-of-Life Date, Expiration Reminder automatically creates a reminder so you're warned well before support ends (typically at 180, 90, and 30 days out). The reminder appears on the application's Expiration Items tab and behaves like any other expiration.
To clear the reminder, clear the End-of-Life Date.
Tips & Best Practices- Set the End-of-Life Date as soon as the vendor publishes it so the reminders have time to fire.
- Use Verify Now during routine reviews so Last Verified Date reflects your most recent check.
- Set the Version Status badge to make the Software List filter useful at a glance.
- Issue: A version field shows a dash. Solution: It hasn't been set yet. Click the value and enter it.
- Issue: I didn't get an end-of-life reminder. Solution: Confirm the End-of-Life Date is set and that reminders aren't disabled on the linked expiration. Check the Expiration Items tab.
- Issue: I can't edit version fields. Solution: Editing requires edit permission for software applications.