Review the information that is collected about SaaS applications. You can complete actions such as running workflows to retrieve information such as the SaaS user role and update information and you can configure your own view of asset information.
Click Software and then click a SaaS record.
To find out more about a SaaS application and complete actions such as running workflows, adding contracts, and assigning users to contracts select a record from the list and click one of the following pages:
Actions available on all pages
The actions that apply to a record, such as archiving, can be completed on any page.
Click the Actions menu and select an option.
Table: List of the actions that are available on all pages
||The workflows that were created and that can be run.|
|If the software record for the SaaS application is not linked to the Oomnitza software catalog, you can click the link and associate the record with an entry in the software catalog.||
The Oomnitza software catalog is a repository of the supported vendor applications and services.
When you link the software record to the Oomnitza software catalog, some of the fields in the software record might be updated such as:
If the logo for the software was uploaded to the software catalog, it is downloaded to the Media page in the Oomnitza software record. You might need to refresh your instance to load in the sidebar.
When a SaaS integration syncs with a SaaS application that has one instance, a single sync key is detected and all the SaaS users are managed in a single software record. If you have a SaaS application that has multiple instances, such as Zendesk for North America Zendesk for Europe, and Zendesk for Asia, you are provided with the option of managing all the SaaS user records in a single software record or you can create separate software records such as a separate software record for Zendesk for North America, Zendesk for Europe, and Zendesk for Asia.
|Click Screen builder .||To make the information more consumable, you can group information into sections and pick the fields you want to add to each section.|
|Click Archive .||Archive the record.|
Use the down arrow to go to the next record and use the up arrow to go to the previous record.
The actions that are available on the pages are in the upper-right corner of the page under the Get help icon.
Table: List of the actions that you can complete on the Information page
|Click Workflow activity status.||
If no workflows are associated with the record, or if the workflows associated with the record have been completed, No active workflows is displayed when you hover the mouse over the status icon.
If one or more workflows were triggered for the record, but haven't been completed yet, a message is displayed when you hover the mouse over the status icon. The message informs you that one or more workflows are running that might change the information in the record.
|Click Refresh .||Refresh the information that is shown on the page.|
|Click Show overview .||Shows a summary of the information that is collected for the record.|
Table: List of the actions that you can complete on the Contracts page
|Click Add .||Add a contract to capture the budgeted costs for the software.|
|Click Refresh .||Refreshes the contracts page.|
|Click the name of the contract.||Opens the contract on a separate page so that you can view the details and edit the contract.|
|Click Set as default .||
You can choose which contract is the default contract. All new SaaS users are then automatically assigned to the default contract.
Let's say you have a bronze, gold, and silver contract. You select the bronze contract as the default contract and then you create assignment rules to assign users to the silver and gold contracts.
Table: List of the actions that you can complete on the Assignment rules page
|To add an assignment rule, click Add.||Add a rule and rule criteria to automatically assign users to contracts.|
|To delete all assignment rules, click Delete .||The delete action for all assignment rules is in the top right-hand corner under the Get help here icon.|
|To delete a rule, click Delete next to the rule.||Deletes a rule. You can add multiple rules to assign contracts to users.|
Table: List of the actions that you can complete on the Users page
|Click Delete .||You must select the user records before you delete them. If a contract is assigned to a user, you must deactivate the user, before the record can be deleted.|
|Click Deactivate .||If you want to delete user records, you must deactivate them.|
You can add users and assign them to a contract.
If more than one contract is associated with the software, you can select a contract.
You can also add the users and assign them to a contract later.
|Click Assign roles .||Assign roles to users.|
|Click Assign contracts .||Select the users and assign contracts.|
|Click Export .||Export SaaS user records to a spreadsheet.|
|Click Import .||Import SaaS user records from a spreadsheet.|
Depending on the SaaS application, user roles are ingested automatically when Oomnitza syncs with the SaaS application or SaaS management integration. If the user roles can't be automatically ingested, you can create a workflow to retrieve the SaaS user roles.
If you add software records manually, you can import SaaS users, their roles, and the last activity date.
Table: List of the actions that you can complete on the Roles page
|To add a role, click Add .||Enter the name of the role.|
|Click Export .||Export the information about the role to a spreadsheet.|
|To assign a role to a user, click Add .||You can use a saved search or enter the user names.|
Charts and summary information is provided about the software and the contract associated with the software such as:
- The last time Oomnitza synced with the vendor application and if any errors occurred
- The software usage chart for the last 12 months
- Last activity thresholds
- The number of users who are assigned and not assigned to contracts
- The roles and the number of users assigned to each role
- The SaaS user workflows
- A table view of the top five contracts based upon the total budgeted cost that lists the total budgeted costs for each contract for each year over the last five years.
Table: List of the actions that you can complete on the Media page
|Click Add .||Add media such as an image of the endpoint, networking, or infrastructure asset.|
|Click Clear .||Clear the display photo that you set to display on the Information page.|
|Click List view .||Switch to list view.|
|Click Block view .||Switch to block view. In block view, each media file is shown as a tile. You can click the actions menu on the tile to set the image as the display photo, download the media file, or delete the file.|
Table: List of the actions that you can complete on the History page
|Click Export .||Export the activity history to a spreadsheet.|
|Click Filter .||Filter the records by the time the events occurred, by the users who triggered the events, or by the fields that were affected by the event.|
Configuring object views. Use the screen builder to provide users with the information that they need to complete their tasks.
Adding SaaS enterprise contracts. You add contracts to manage and track the costs of SaaS applications and related services that you purchase.