Auto-Populated Managed SaaS Application License Information

Auto-populated SaaS application license information provides a more complete view of your SaaS entitlements and component usage by displaying assigned entitlements and the user’s license activity (based on the user’s last login).

After you have successfully completed Adding an Application, you can enable the License Information integration task to auto-populate the SaaS application’s license information. The License Information integration task automatically retrieves every 24 hours the name of the SaaS application’s plan, license type, and total allowed number of licenses. The License Information column in the Application Task Tracking chart lists the SaaS applications that support this feature.

The following topics are described in this section:

Before Enabling the License Information Integration Task
Auto-Populating SaaS Application License Information
Managing Available SaaS Application Licenses

Before Enabling the License Information Integration Task

Before you enable the License Information integration task, read the following circumstances that may affect the data that appears in the SaaS application’s Licenses tab.

Important:If you enable the License Information integration task, note the following:

If you have manually managed the SaaS application’s licenses data in SaaS Management prior to enabling the License Information Integration task, then the managed application's license information you previously entered in the Licenses Tab will be overwritten with the data ingested from the SaaS vendor.
Some SaaS vendor licenses may require you to manually enter and keep up to date the following Licenses Tab information. See the SaaS application’s integration Instructions for details. The License Information integration task may not pull in this information. The SaaS application’s annual spend calculation relies on entered and accurate license effective and ending dates. This information can be manually uploaded into SaaS Management. For details, see Manually Importing License Information.
Unique ID 
Amount 
Currency 
Payment Frequency 
Effective Date 
Ending Date 
When the License Information integration task first discovers an active subscription, it defaults the effective date to its discovery date and displays an empty end date. As a result, the license term is effective and will not expire.
When the License Information integration task is disabled, the managed application's license information reverts to what it was prior to the License Information integration task being enabled. As a result, your previously manually entered license information appears in the Licenses Tab.
When the License Information integration task is re-enabled, the last automatic-captured license data that was available before disabling the License Information integration task appears in the Licenses Tab.

Auto-Populating SaaS Application License Information

Complete the following steps to auto-populate the SaaS application’s license information in the Licenses tab.

To auto-populate SaaS application license information:

1. From the SaaS menu, click Managed SaaS Applications. The Managed SaaS Applications screen appears.
2. For a new SaaS vendor’s integration, add the SaaS application. See Adding an Application. The License Information integration task is selected by default.
3. For an existing SaaS vendor’s integration:
a. On the Managed SaaS Applications screen, select the appropriate SaaS application instance link. The instance’s Overview tab opens by default.
b. Click the SaaS application instance’s Integration tab.
c. In the Integration tab’s Integration Tasks table, click Disabled in the Action column to enable the License Information task.
d. Click OK.
4. When the License Information integration task is enabled, many of the data entry fields in the SaaS application’s Licenses tab are disabled as this information is automatically populated. The active and inactive ingested license data from the SaaS vendor can be compared against the SaaS vendor’s admin portal.

Managing Available SaaS Application Licenses

Once the License Information integration task for Auto-Populated Managed SaaS Application License Information is enabled, you can add or remove the SaaS vendor’s product licenses you wish to manage within SaaS Management. Complete the following steps.

To manage available SaaS application licenses:

1. From the SaaS menu, click Managed SaaS Applications. The Managed SaaS Applications screen appears.
2. On the Managed SaaS Applications screen, select the appropriate SaaS application’s instance link. The instance’s Overview tab opens by default.
3. Click the SaaS application instance’s Licenses tab.
4. In the SaaS application’s Licenses tab, click the Manage Available Licenses button in License Details. The Manage Available Licenses slideout opens to display the SaaS vendor’s product licenses.
5. Select the licenses you wish to manage and click Save.
6. When the Update Managed Licenses window appears, click Continue. It may take several minutes to recalculate the License Details data.

Note:Unselected licenses are not shown in SaaS Management and are filtered out from all calculations. For further details, see What happens when a SaaS application’s license is filtered out?

What happens when a SaaS application’s license is filtered out?

No license entry appears on the SaaS application’s Licenses tab, even when the Show Inactive switch is disabled.
Filtered out licenses are not included in annual spend calculations.
Filtered out licenses do not appear on the All SaaS Licenses page.
Filtered out licenses do not appear on the SaaS License Usage page when the Show License Details switch is enabled.
Users who are only entitled to licenses that have been filtered out do not appear in the SaaS application’s Users tab.
Activity from users who are only entitled to licenses that have been filtered out does not appear in the SaaS application’s Activity tab.
Since users in this filtered state are not listed in the SaaS application’s Users tab, they also would not be flagged as reclamation opportunities.
Users in the filtered state would not count toward active/inactive/never/total usage counts from SaaS metrics.
The HR roster user entry would not show the user listed in the applications list if they have been filtered out.
A user in the filtered state would not be marked as suspicious, even if their HR roster entry were deactivated and they were still generating usage on Microsoft. The user in the filtered state has been effectively removed from the Application Roster and the SaaS application’s Activity tab. Therefore, the user does not appear on the Suspicious SaaS Activities page.
If a user is not assigned any licenses, the user is filtered out of the SaaS application’s Users tab.