How do I add software?

Requires Pro

Quick answer

Open the Software module, click “Add Software”, give it a name, and save. Only the name is required — vendor, version, category, and approval status are optional. New entries start by default with the approval status “In review” and can be edited at any time afterward.

Prerequisites

Required role Administrator, Manager, or Technician

— more precisely, any signed-in user with write access to Software. Programmatically, the API token needs the write scope. Deletion is reserved for administrators.

The Software module is part of the Pro tier (license feature software). In the Basic/Community tiers, the menu item is hidden; an API call there is rejected with 403.

Instructions

GUI (web interface)

1. Open the “Software” module. Select Software in the left-hand navigation. At the top you’ll see the stat cards (license costs, expiring soon, count), and below them the list of all software entries. Above the list, on the right, is the “Add Software” button.

   Screenshot pending software-anlegen-01 Software module with stat cards and the 'Add Software' button above the list

   The software overview with the 'Add Software' button.

2. Fill out the form. The “Add Software” dialog opens. Fill in at least the required field:

   • Name — the name of the software (e.g. “Adobe Photoshop”).

   Optional: Vendor, Version, Category, and the approval status (choice of Approved, In review, Blocked — default: In review).

   Screenshot pending software-anlegen-02 Empty 'Add Software' dialog with the fields Name, Vendor, Version, Category, and Approval Status

   The empty 'Add Software' dialog. Only the name is required.

3. Save. Click “Save”. The entry immediately appears in the list — sorted alphabetically by name — with the chosen approval status.

   Screenshot pending software-anlegen-03 Software list after saving, showing the new entry with approval status 'In review'

   After saving, the software appears in the list with status 'In review'.

API (curl)

The same action via the REST API: a POST to /api/v1/software with a bearer token (scope write). Only name is required.

Create software

curl -X POST https://demo.notory.io/api/v1/software \
  -H "Authorization: Bearer inv_dein_token" \
  -H "Content-Type: application/json" \
  -d '{
    "name": "Adobe Photoshop",
    "vendor": "Adobe",
    "version": "2024",
    "category": "Grafik",
    "approval_status": "in_review",
    "notes": "Nur Design-Abteilung"
  }'

On success, the API responds with HTTP 201 Created and the created entry:

Response (201 Created)

{
  "id": "0f9c2a71-4d6b-4e18-9a3c-2b7e1f0d8c44",
  "tenant_id": "3d9b0c12-4e5a-4f88-b1c7-2a9e6d4f0011",
  "name": "Adobe Photoshop",
  "vendor": "Adobe",
  "version": "2024",
  "category": "Grafik",
  "approval_status": "in_review",
  "notes": "Nur Design-Abteilung",
  "created_at": "2026-07-08T09:14:22Z",
  "updated_at": "2026-07-08T09:14:22Z"
}

The approval status accepts exactly three values: approved (Approved), in_review (In review, default), and blocked (Blocked).

Possible errors: 401 (token missing/invalid), 403 (no write access or the Software module is not in your tier), 422 (validation — e.g. empty name).

What happens behind the scenes?

• Tenant assignment: The entry is automatically assigned to your current tenant (tenant_id). Other tenants never see it (tenant isolation).
• Audit trail: You are recorded as the creator (created_by/updated_by), with the created_at timestamp.
• License check (gating): Without the software feature (Pro tier), the call is rejected with 403 and a note that the Software module is not included in the current tier.
• Default value: Without input, approval_status = in_review applies — so every new piece of software initially enters the approval process (see below).
• No webhook: Unlike creating an asset, creating software does not trigger a webhook event in the current version.

Related topics

• Software & Licenses — Overview
• Software approval process
• Add a license & manage seats
• License costs & expiry at a glance
• API introduction — authentication, base URL, error codes
• Users & roles — who can add software?