SaaS Management

The SaaS Management component gives you information about your SaaS subscriptions to enable you to manage them better.

You access the Spend Intelligence components from the Software section of the left navigation pane. When you click one of the Spend Intelligence components, a Spend Intelligence navigation bar appears that enables you to open each of the pages of Spend Intelligence directly.

To see the SaaS Management dashboard, click Overview > SaaS Management on the Spend Intelligence navigation bar.

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The first step in using the SaaS Management component is to configure one or more connectors to your SaaS subscriptions. For information about this, see Setting up connectors. There are two types of connector you can use:

  • SSO connectors (Microsoft Entra ID (Beta) and Okta)
  • connectors to certain, specific SaaS applications (Adobe, Microsoft 365 (Beta), and Salesforce)

If you are using Microsoft Entra ID and want to enable usage data to be reported on, you must select the Import SSO Sign-in Activity check box on the Microsoft Entra ID Connector page.

If you configure multiple connectors, the data is merged to give you richer insights into your SaaS subscriptions. SSO connectors provide broad, generic data about the SaaS applications accessed through that SSO connector, whereas specific SaaS application connectors provide specific data about that application. Each connector reports information about different data, so combining multiple connectors gives the richest information. For details of what information is imported with each connector, see the page for the appropriate connector under Setting up connectors.

Usage information is typically collected only by SSO connectors and only if users log into the application through the SSO application.

When you import licenses using the Import Sources page (see Import sources), the system identifies which license transactions are current subscriptions for discovered SaaS applications. It links these transactions to the appropriate SaaS application to help you to understand your compliance. From the specific SaaS application page you can then either unlink these transactions or link different transactions as required (see Linking and unlinking transactions).

The Last data refresh tile on the SaaS Management home dashboard reports when the data used in the SaaS Management component was last refreshed, using your local time. Make sure you are aware of when this was before proceeding. The dashboard also includes the following tiles, which show data collected from your connected SSO subscription:

  • Users: shows the number of qualifying users who have subscriptions to SaaS applications, including those who are active (in the last 30 days) and dormant (no activity for more than 30 days). Accounts that do not have a subscription to use the application, such as admin accounts, are excluded.
    Click this tile to see the Users dashboard, which provides more information about the SaaS user accounts on your IT estate.
  • Applications: shows the total number of SaaS applications available, including those that are considered High, Medium, or Low usage.

    High Usage applications have been used by at least 80% of users in the previous 90 days

    Medium Usage applications have been used by between 50%-80% of users in the previous 90 days

    Low Usage applications have been used by less than 50% of users in the previous 90 days

    Click this tile to see the Applications dashboard, which provides more information about the SaaS applications on your estate.

    • The Adobe connector on its own provides no usage data, so any summaries requiring Adobe usage data are empty unless an SSO connector is configured.

Beneath these tiles is the Monthly SaaS spend chart, which helps you to track your monthly spend on SaaS applications. There are two lines on this chart:

  • All SaaS Transactions shows the monthly spend on applications that are identified in the Ivanti Definitive Software Library as SaaS applications
  • Linked SaaS Transactions shows the monthly spend on applications that have been linked to transactions for SaaS subscriptions either automatically when you imported licenses or manually as described later on this page

If the All SaaS Transactions line is above the Linked SaaS Transactions line, this suggests that there are transactions for SaaS subscriptions that have not yet been linked to SaaS applications. If the Linked SaaS Transactions line is above the All SaaS Transactions line, this suggests that there are transactions for SaaS subscriptions that have been linked to applications that are not identified as SaaS applications in the Definitive Software Library. This could be for several reasons, such as having a special agreement with your vendor, the license having a hybrid usage, or the Definitive Software Library not having been updated.

Click the Users tile on the SaaS Management home dashboard or click Software > SaaS Users in the Spend Intelligence navigation bar to see the Users dashboard, which provides more information about users with SaaS accounts. Above a data grid of all the users are the following tiles:

  • Duplicated Users: shows the number of users who have the same first and last name as another user, and so may have duplicate accounts.
  • Users with many Applications: shows the number of users who have more than 20 applications.
  • External Users: shows the number of users who are using an email domain that is not a corporate domain specified on the SaaS Management tab of the Software Configuration page (see Specifying corporate email domains).
  • Dormant Users: shows the number of users who have not been active in any application for more than 30 days.

Clicking these tiles displays a data grid of the corresponding user records with further information.

To see details about a particular user, click their name on a data grid to open the People page (for more information, see People).

To see all of the applications that a user has, click the number in the Applications column. To see the applications that a user has but not used in the previous 90 days, click the number in the Unused Applications column.

Click the Applications tile on the SaaS Management home dashboard or click Software > SaaS Applications in the Spend Intelligence navigation bar to see the Applications dashboard. Before you proceed, always check the date and time that the data was last refreshed at the top of the page. There are two tiles at the top of the dashboard:

  • Application Active Usage: a bar chart showing the count of applications by percentage of active users over the previous 90 days: High, Medium, Low, or None. Click the bars to see details of the applications at that usage level.
  • Vendor Summary: a word cloud that indicates the number of users each vendor's applications have.

Under the tiles is a data grid that lists the applications on your estate. This grid includes the number of users and usage level of each application along with the sources of this information, the spend on the application in the previous 365 days and per user cost, and the number of user licenses for the application. Click the number in the User Licenses column to see the linked transactions that give the number.

The Users column shows the number of users the application has. Click this number to see the corresponding user list.

Click an entry in the Application column of the data grid to see more information about that application. The information available depends on the application and the connector used, and may include charts showing the number of active and inactive users of the application, and the trend of active and inactive users. Under these charts is a data grid listing the users of the application, including the date when they most recently used the application if that is available.

Some applications do not report their usage data, in which case these fields are left blank. Applications that do report usage data but where no data is found are indicated by the value None.

Application-specific dashboards

If you configure a connector for any of the applications listed below, an application-specific dashboard appears when you click that application on the applications dashboard. Application-specific dashboards combine data from your SSO connector and the application connector to provide richer insights. If you do not have an application-specific connector configured, a message appears suggesting you set one up to get this additional information.

Adobe: a tile shows the used and available units for each product. Below this is a data grid of the users that includes a count of their subscriptions with a link to details of those subscriptions.

Microsoft 365: tiles show the used and available units for each subscription, and the trend of active and inactive users. Below these tiles is a data grid of the users, including their email, whether or not they are active, and the date when they were last active.

Salesforce: tiles show available and used licenses for each Salesforce product, and the trend of active and inactive users. Below these tiles is a data grid of the users, including their email, a count of their subscriptions with a link to details of those subscriptions, and the date when they were last active.
Click the columns on the Product Usage tile to see which users are using those products.

You can change which transactions are linked with a specific SaaS application from that application's page.

To change which transactions are linked to an application:

  1. On the data grid on the Applications dashboard, click the entry in the Application column that you want to change the transaction links for.
    The Product page appears for the application.
  2. On the data grid beneath the charts, click the Linked Transactions tab.
    The data grid shows the transactions that are currently linked to the product. You can sort and filter this data grid.
  3. To remove links to existing transactions, select the check boxes alongside the transactions you want to unlink, then from the Actions menu, click Unlink Transactions.
    To link additional transactions to the product, click Link Transactions to display a side panel with a data grid of all available transactions that you can sort and filter. Select the check boxes alongside the transactions you want to link, then click OK.
    In both cases, the data grid updates to show the transactions linked to the application.