Manually Entering License Information

Note:After manually entering license information in the License Details, it may take up to one hour to recalculate the License Details data.

See the License Details Field Descriptions when manually entering SaaS license information in the Licenses tab for the following tasks.

Entering Multiple License Types for a SaaS Application
Entering Missing License Types Discovered by SaaS Management
Entering License Details for License Differentiation
Adding Miscellaneous Fees
Uploading License Documents

Entering Multiple License Types for a SaaS Application

Important:The Administer SaaS role or the Manage SaaS licenses role is required to enter multiple license types for a SaaS application. For complete descriptions of each role available in Flexera One, see Flexera One Roles.

The following scenarios describe when you would manually enter multiple license types for a SaaS application.

You are manually adding licenses terms via the SaaS Management UI.
You disabled the License Information integration task in the Integration Tab for a SaaS application listed in the Application Task Tracking chart that supports License Differentiation.

Complete the following steps for SaaS applications like Microsoft 365 or Salesforce that have multiple license types.

To enter multiple license types for a SaaS application:

1. From the SaaS menu, click All SaaS Licenses. The All SaaS Licenses page opens.
2. In the All SaaS Licenses table, click the appropriate application link in the Application Name column to drill through to the application’s Overview tab.
3. Click the Licenses tab, which opens the License Details tab by default.
4. In the License Details tab, scroll down to the end of the existing license type information and click Add Another License Type.
5. Click Add License Type for Tracking so that SaaS Management tracks the usage of the product by user when the application is either Single Sign-On (SSO) or directly integrated.
6. Select the appropriate license type or types, which auto populate the license type’s Name field.
7. Repeat the data entry process for each license type.
8. Click Save.
9. After you added all the necessary license types, go to the All SaaS Licenses page (SaaS > All SaaS Licenses) to review all the entered license types. The Annual Spend column includes a sum total for all of the application’s license types, followed by additional rows that list the annual spend per license type.

Entering Missing License Types Discovered by SaaS Management

Important:The Administer SaaS role or the Manage SaaS licenses role is required to enter missing license types discovered by SaaS Management. For complete descriptions of each role available in Flexera One, see Flexera One Roles.

Follow these steps to enter missing license types when either a warning text box appears at the top of the application’s Licenses tab or an exclamation mark appears in the License Name field of the All SaaS Licenses page.

To enter missing license types discovered by SaaS Management:

1. From the SaaS menu, click All SaaS Licenses. The All SaaS Licenses page opens.
2. Click the exclamation mark in front of the appropriate application in the All SaaS Licenses page to add the missing license type for tracking. The application’s Overview tab opens by default.
3. Click the Licenses tab, which opens the License Details tab by default.
4. After the missing License Type and Name fields auto populate in the License Details tab, complete the Amount, Payment Frequency, and # of Items Allowed.
5. Click Save.

Entering License Details for License Differentiation

Important:The Administer SaaS role or the Manage SaaS licenses role is required to enter license details for license differentiation. For complete descriptions of each role available in Flexera One, see Flexera One Roles.

With SaaS Management, you can narrow your SaaS license usage and spend to a specific license type known as license differentiation. For details, see Tracking Application Activity by License Type for License Differentiation.

To calculate the potential savings per license type:

1. From the SaaS menu, click All SaaS Licenses. The All SaaS Licenses page opens.
2. In the All SaaS Licenses table, click the appropriate application link in the Application Name column to drill through to the application’s Overview tab.
3. Click the Licenses tab, which opens the License Details tab by default.
4. In the application’s License Details tab, enter a number in the # of Items Allowed field. The multiplier for the Amount field is based on the number of users pulled in daily from the application roster.

Adding Miscellaneous Fees

Important:The Administer SaaS role or the Manage SaaS licenses role is required to add miscellaneous fees. For complete descriptions of each role available in Flexera One, see Flexera One Roles.

Within a SaaS application’s license page, there is a Miscellaneous Fees tab where you can enter any miscellaneous fees related to licenses such as an onboarding fee or a consultant’s training fee.

To add miscellaneous fees:

1. From the SaaS menu, click All SaaS Licenses. The All SaaS Licenses page opens.
2. In the All SaaS Licenses table, click the appropriate application link in the Application Name column to drill through to the application’s Overview tab.
3. Click the Licenses tab, which opens the License Details tab by default.
4. Click the Miscellaneous Fees tab, and then click Add Fees.
5. Enter the Name, Effective Date (YYYY-MM-DD), Ending Date (YYYY-MM-DD), Amount (select the appropriate currency), and Payment Frequency.
6. Click Add another fee (if needed).
7. Click Save.

Uploading License Documents

Important:The Administer SaaS role or the Manage SaaS licenses role is required to upload license documents. For complete descriptions of each role available in Flexera One, see Flexera One Roles.

Within a SaaS application’s license page, there is a Documents tab where you can upload any related license documents such as contracts in the following formats: .doc, .docx, .xls, .xlsx, or .pdf.

To upload license documents:

1. From the SaaS menu, click All SaaS Licenses. The All SaaS Licenses page opens.
2. In the All SaaS Licenses table, click the appropriate application link in the Application Name column to drill through to the application’s Overview tab.
3. Click the Licenses tab, which opens the License Details tab by default.
4. Click the Documents tab, and then click Upload file.

Tip:If you need to manually upload expenses, you can upload the SaaS Management Expense Format (this link downloads the form SaaSManagementExpenseFormat.xlsx ) on a monthly basis.

5. Drag and drop a file or click to browse for a file.
6. Enter any necessary document Notes.
7. Click Upload another file for additional license documents.
8. Click Save.