Licenses Tab
| • | License Details—For more information, see License Details. |
| • | Purchases—For more information, see Purchases. |
| • | Miscellaneous Fees—For more information, see Adding Miscellaneous Fees. |
| • | Documents —For more information, see Uploading License Documents. |
| • | Notes—For more information, see Adding License Notes. |
| • | Administrator—Enter the email address of your organization’s SaaS Management administrator. Reminders regarding license effective and expiration dates are sent to this contact. If no email address is provided, no reminders are sent. |
To add new licenses or to modify an existing license for a managed SaaS application, see Managing SaaS Licenses .
Accessing a Managed SaaS Application’s Licenses Tab
The following instructions apply to all of your managed SaaS applications, except for the following, which do not display an Licenses tab.
| • | AppExchange |
| • | Azure |
| • | Azure Client Credentials |
You can access a managed SaaS application’s Licenses tab using one of the following methods:
| • | Go to SaaS > Managed SaaS Applications. On the Managed SaaS Applications page, click the appropriate Application. The application’s Overview tab opens by default. Go to the Licenses tab. |
| • | Go to SaaS > All SaaS Licenses. On the All SaaS Licenses page, click the appropriate Application Name. The application’s Overview tab opens by default. Go to the Licenses tab. |
The information entered in the License Details section of the Licenses tab populates the SaaS license information throughout SaaS Management in terms of annual spend, license type, number of items purchased and provisioned, and license effective and expiration dates. More License Details information is provided by clicking the following links.
| • | License Details Button Descriptions |
| • | License Details Table Column Descriptions |
| • | License Details Slideout |
License Details Button Descriptions
The following table describes the buttons located above the License Details table.
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Button |
Description |
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Manage Available Licenses |
Displays when the License Information integration task is enabled in the managed SaaS application’s Integration Tab. When you click the Manage Available Licenses button, you can auto-populate the SaaS application’s license information. For more information, see Auto-Populated Managed SaaS Application License Information. |
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Create Customized License |
Displays when the License Information integration task is disabled in the managed SaaS application’s Integration Tab. When you click the Create Customized License button, you can create your own license and populate its information. This feature also works when the SaaS application is using the License Information integration task, so that you can control the licenses you manage. For more information, see Creating a Custom License. |
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Columns |
Enables you to select the displayed table columns and to switch the order of the table columns. |
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Export CSV |
Enables you to export the displayed table column information for further analysis. |
License Details Table Column Descriptions
Your organization’s license information is displayed in the License Details table. For more information, the following table describes the License Details table columns.
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Column |
Description |
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License Name |
Displays the name used for tracking the license details. |
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License Type |
Displays one of the following license types:
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Provisioned |
Displays the total number of licenses or an unlimited number of licenses currently allocated in your system. This number may differ from the quantity for which you have made payments. |
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Purchased |
Displays the total number of licenses or an unlimited number of licenses for which you have made payments. This number may differ from your provisioned quantity. Note:Consider the following cost-related and license usage calculation scenarios:
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Contract SKU Name |
Displays the contract stock-keeping unit (SKU) name, a unique identifier for a product. The SKU is listed as a line item when placing orders. In the following example, Everton Home Shirt 2023-24 refers to the product’s SKU name. Example: Everton Home Shirt 2023-24, SKU: 123456 |
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Contract SKU Number |
Displays the SKU number, a unique identifier for a product. The SKU is listed as a line item when placing orders. In the following example, 123456 refers to the product’s SKU number. Example: Everton Home Shirt 2023-24, SKU: 123456 |
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Effective Date |
Displays the effective date for the entire license in the date format (MMM dd, yyyy). Important:To receive reminders regarding the license effective date, ensure the following information is entered in the Licenses tab.
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Expiration Date |
Displays the expiration date for the entire license in the date format (MMM dd, yyyy). Important:To receive reminders regarding the license expiration date, ensure the following information is entered in the Licenses tab.
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License Status |
Displays whether the license is Active or Expired based on its Effective Date and Expiration Date. |
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Application |
After Adding an Application, the prestored application name from the SaaS Management Managed SaaS Applications is populated. |
When you need to view or edit a license purchase, click the Edit icon in the row of the appropriate license. The License Details slideout opens. This slideout has two parts. The upper part includes a three-column grid to enter license terms. The lower part includes a Purchases table to display license purchases.
License Details Fields
You can enter license information in the following License Details slideout fields. The Application field cannot be edited. For more information on these fields, see License Details Table Column Descriptions.
| • | License Name |
| • | License Type |
| • | Contract SKU Name |
| • | Contract SKU Number |
| • | Effective Date |
| • | Expiration Date |
| • | Remind Before Effective Date (Days) |
| • | Remind Before Expiration Date (Days) |
| • | Fallback Cost with Currency field. This cost applies to all users excluded by purchase allocations rules for any purchases under a specific license term. This cost will also contribute to the application’s annual spend. For more information, see Creating a Purchase Allocation. |
| • | Fallback Payment Frequency |
The following table describes the Purchase table column information that is displayed from either an integration with SaaS Management or after saving purchase information in the Add New Purchase or Edit Purchase slideouts. For more information on manually creating, editing, or deleting license purchase information, see the following help topics:
| • | Creating a License Purchase |
| • | Editing a License Purchase |
| • | Deleting a Manually Entered License Purchase. |
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Column |
Description |
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Purchase ID |
Displays the unique ID assigned to the user for a SaaS license purchase. This Purchase ID is linked to the licensed user in the managed SaaS application’s Users tab. This unique ID helps you assign licenses to specific users discovered through the SaaS Management Single Sign-On capability. |
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Purchase Identifier |
Displays the unique identifier for a purchase such as a purchase order number. |
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Type |
Displays either System or Manual.
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Purchased |
See the Purchased description in License Details Table Column Descriptions. |
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Provisioned |
See the Provisioned description in License Details Table Column Descriptions. |
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Cost |
Displays the license cost. For license cost-related calculations, see the Purchased column description in License Details Table Column Descriptions. |
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Purchase Date |
Displays the purchased date for the license in the date format (MMM dd, yyyy). |
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Effective Date |
Displays the effective date for the license in the date format (MMM dd, yyyy). |
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Expiration Date |
Displays the expiration date for the license in the date format (MMM dd, yyyy). |
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Payment Frequency |
Displays one of the following payment frequency options:
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The Purchases section includes a table that tracks your organization’s SaaS license purchases. These purchases are either pulled in using an integration with SaaS Management or entered manually after clicking Add New Purchase in the License Details Slideout.
The following table describes the columns that are unique to the Purchases table in the Purchases section. For more column descriptions, see the Purchases Table in the License Details Slideout.
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Column |
Description |
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License |
Displays the license name |
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Has Condition |
On the rightmost side of the Purchases table are three vertical dots. When you click these vertical dots, you can edit your purchase allocation. Purchases can be allocated to a particular group of users matching certain conditions. In this column:
For more information on purchase allocation, see Creating a Purchase Allocation. |