SaaS users overview

Get a unified view of the users and the SaaS applications that they use.

 Click Software > SaaS Users. Alternatively, you can click Configuration > Data Model > Objects. Find and open the SaaS Users object. Click the number in the Total Records column.

A list of the users and the SaaS applications that they use as well as such information as the contract associated with the SaaS user and the last activity date is displayed.

Filtering data 

You can create searches to filter the records that are displayed 

Let's say you want to list users who are not assigned to contracts for SaaS applications.

All you need do is create a filter such as Contract Name is Empty.

Reporting

Creating dashboards

To share data with users, you can create charts. See Creating dashboards.

Click a bar to view the records in list view.

Exporting records

The number of records that can be exported is determined by the system_export_record_limit setting. The default is 25,000 records. See Global system settings. 

1. Click Software.
2. Click the SaaS Users tab.
3. Click Export .
4. Make your changes.
5. Click EXPORT.
6. Click DOWNLOAD.

Searching SaaS user records

Before you start

To apply a search, you must create the search on the SaaS Users page.

1. Click Software > SaaS.
2. Open a SaaS application.
3. Click the Users tab.
4. Click Filter SaaS users . 

Scenario 1: Using a saved search

You must create the search on the SaaS Users page.

Scenario 2: Users assigned to a specific contract 

In this scenario, you want to download a list of users assigned to a specific contract.

1. As assignment option, select Assigned.
2. From the Assigned contracts list, select the contract.
3. Click APPLY.
4. To download the report, click Export to XLSX.

Scenario 3: Users not assigned to a contract

In this scenario, you want a list of the users who aren't assigned to a contract.

1. As assignment option, select Unassigned.
2. Click APPLY.
3. To download the report, click Export to XLSX.

Adding custom fields to SaaS users

To enrich the data that is collected about SaaS users, you can add custom fields.

1. Click Configuration > Data Model > Field Configuration.
2. From the object dropdown list, select Software SaaS users.
3. Click Add . 
4. Make your changes and click CREATE.

Result

The field is added. 

You can also view the field that was added on the Users tab for the SaaS application. Click Software > SaaS, open a record, and click Users.

Using a workflow to update custom fields

You created a custom field called License Type and when contracts are added you want to set the value of the License Type to Not specified. And, you want to notify the administrator so that they can review the new contract. 

1. Click Configuration > Users.
2. Click Add and select Software SaaS Users as the object.
3. Drag & drop an Update and a Notify block onto the canvas.
4. Edit the Begin block:
   1. Ensure Actions is set to New.
   2. Save your changes.
5. Edit the Update block:
   1. Update the option for the License Type field to Not specified.
   2. Save your changes.
6. Edit the Notify block.  See Using the notify block.
7. Join the blocks, validate, and activate the workflow.

Result

To view the changes, click Software > SaaS, open a record, and click Users.