Creating and Managing Contracts

Introduction to Contracts

Contracts in Oomnitza are key to effectively managing both SaaS and Desktop software. By maintaining records of the specific contracts you have with each of your softwares, you can specify which users are on which contracts, automatically calculate how many seats are open, and more.

Contents

  1. The Contracts Module
  2. Create a contract
  3. Assign people to a contract

The Contracts Module

Because of how closely Contracts are linked to Software, the module can be accessed in a number of ways. The most straightforward is through the Contracts section along the top of Oomnitza.

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But you can also jump straight to creating a contract from the contracts tab on the detailed view of any SaaS or Desktop software.

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Otherwise, the Contracts page is formatted similarly to Assets, People, and Oomnitza's other modules. It's divided into Contracts, Customization, and Workflow, and can be viewed in either the Block or List view. Also, like the other modules, you have the ability to sort, filter, add, import, and export your contracts.

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Create a contract

In order to best track SaaS and Desktop apps, you'll want to create your associated contracts for those apps. To create a new contract:

  1. Select "Add" from the Contracts page.
  2. Provide all the necessary details and save the contract.
  3. Now the contract is available on the 'Contracts' tab

Or, if you're already viewing the Software you wish to add a contract for:

  1. Select the Software to view its details.
  2. Click on the "Contracts" tab of the details page.
  3. Select the mceclip3.png ('Add new contract') button in the upper right.
  4. Provide all the necessary details and save the contract.
  5. Now the contract is available on the 'Contracts' tab.

Assign people to a contract

Now that you've created a contract, you can begin specifying which users are on that contract.

There are two ways Oomnitza users can be assigned to contracts: through Software details or through contract details.

NOTE: One user can only be assigned a single contract for any given SaaS application.

Through Software details page

  1. Find a needed Software, open its details and jump to the 'Users' tab
  2. Choose to 'Add users' and fill in the form Oomnitza will open
  3. Provide all the necessary details and save
  4. The new users are now added to the users list of the Software. If you haven't predefined a contract new users should be assigned to, you can do it right in the list any moment you'd like

Through Contract details page

  1. Find a needed contract, open its details and jump to the 'Users' tab
  2. Choose to 'Add users' and fill in the form Oomnitza will open
  3. Provide all the necessary details and save
  4. The new users are now added to the contract users list

NOTE: All unassigned users will be removed from the list after you leave the сontract pop-up

NOTE: Oomnitza will disable a toggle control in case the number of assigned licenses reaches the max number of licenses

Through the user's details pop-up

[Link to a separate article, which should be common for Desktop and SaaS]
Content for a separate article:

The list of tabs available for the User details pop-up has been extended and now includes a 'Software' tab and this is how it looks like:

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  1. Total applications number. Just as it says shows the number of applications both SaaS and Desktop which are used by the user.
  2. Total estimated consumption. Shows the company spends on provisioning a selected user with accesses to all apps basing on Oomnitza contracts the user is assigned to.
  3. A control that allows you to switch between Desktop and SaaS applications lists.
  4. Estimated consumption. Shows the company spends on provisioning a selected user with an accesses to the currently listed apps (either SaaS or Desktop) basing on Oomnitza contracts the user is assigned to.
  5. Add. Allows you to assign user to a contract of a new Software by filling the form
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    TIP: The list of available software depends on the list you are currently at: SaaS or Desktop. Also you won't be able to choose a software to which the user is already assigned.
  6. Unassign all. Quickly unassigns (after confirmation) user from all applications currently shown in the list
  7. A record representing the software and contract that the user is assigned to. You can open application details in a new browser tab by clicking its name in the list.
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