Managed SaaS Applications

You can access the Managed SaaS Applications screen by navigating to the SaaS menu and clicking Managed SaaS Applications.

The Managed SaaS Applications screen lists all the SaaS applications currently under management in SaaS Management. To see SaaS Application Details, click the application name.

The following links describe the Managing SaaS Applications tasks you can perform on this screen:

Adding an Application
Optimizing SaaS Spend
Setting Activity Thresholds
Tracking User Activity
Discovering Shadow Spend

The following tables describe columns, buttons, icons, and filtering options in the Managed SaaS Applications screen.

Add Application Screen Buttons and Icons
Managed SaaS Applications Screen Buttons and Icons
Managed SaaS Applications Columns
Category Slideout Columns
Sub-Category Slideout Columns

Add Application Screen Buttons and Icons

The table below explains the functionality of the buttons and icons found on the Add Application screen.

Add Application Screen Buttons and Icons

Button or Icon

Explanation

Add Application

Adds applications to your list of Managed SaaS Applications. For details, read Managing SaaS Applications.

Before using the Search field, the Add Application screen by default displays all integrated applications in alphabetical order.

Application Card

Each card includes the application name and vendor name.

For integrated applications, the card has a tooltip icon on the top right corner. Hovering over the icon displays the tooltip text: “Direct integration available”.

Search

Search results are based on both application name and vendor name.

Select the appropriate toggle option for displaying search results.

If the default Direct Integrations Only option is selected, the search results only display direct integration applications in alphabetical order.
If the Direct Integrations Only option is not selected, all results (direct integrations and non-direct integrations) are displayed in alphabetic order.

Tags

Enter any tags for this application. This field is optional.

Multiple tags can be entered. To delete tags, click the “x” to the right of the tag or press the Backspace button on your keyboard.

View integration instructions

For direct integrations, clicking this link opens the application’s integration instructions in a new tab.

Activity Threshold

Select the number of days for the Activity Threshold, which defines the number of days of inactivity before an application’s user is labeled inactive.

The default activity threshold is 60 days. For applications with an integration, you can customize the activity threshold to 15, 30, 60, 90, or 120 days. For details, refer to Setting Activity Thresholds.

Integration Tasks

For direct integrations, the list of available integration tasks will vary by application.

Managed SaaS Applications Screen Buttons and Icons

The table below explains the functionality of the buttons and icons found on the Managed SaaS Applications screen.

Managed SaaS Applications Screen Buttons and Icons

Button or Icon

Explanation

Columns

Click the grid icon on the far right side of the screen to reveal the columns you want to see in Managed SaaS Applications. To search for values, use the search bar above the column chooser to search within a column.

In the column header:

Select the far left (hamburger) icon to select values to display in the column and to search within the column.
Select the middle (upside down triangle) icon to filter the column.
Select the right (grid) icon to choose columns. This is the same column chooser as the one on the far right side of the screen.
Rearrange and size columns using the following options:
Drag and drop columns
Pin Column
Autosize This Column
Autosize All Columns
Reset Columns
Expand All
Collapse All

Filters

Click the right-facing arrow icon on the far right side of the screen or the upside down triangle in the column header to reveal the filters you want to see in Managed SaaS Applications.

Within the filter chooser or within the column header, use any of the following options to filter your selected columns:

Ascending
Descending
Equals
Not equal
Less than
Less than or equals
Greater than
Greater than or equals
In range

Search

Search for applications in your catalog.

Export CSV

Exports a listing of your Managed SaaS Applications based on your chosen column and filtering options.

Managed SaaS Applications Columns

The table below explains the Managed SaaS Applications columns. Some columns are displayed by default in the list, and others are available in the column chooser. Filtering options by column are also explained. Within a few minutes after Adding an Application and integrating the application’s Application Roster task, data will populate in the Managed SaaS Applications columns.

Technopedia is the source for the application data displayed in the following columns:

Application
Vendor
Category Group
Category
Sub-Category

Managed SaaS Applications Columns

Column

Explanation

State

Filtering Options

Application

In addition to the application name, this column includes a parent/child listing for applications with multiple instance types. The parent listing is not clickable; the child listings are clickable and take you to the SaaS Application Details screen.

Click the right-facing arrow before an application name to reveal the multiple instance types. The total for all of the application instances are rolled up into the annual spend, licenses, assigned users, and active users columns.

Shown by default

Column Chooser

Case insensitive free form search using the search box
Ability to sort ascending/descending
Select/deselect values in list

Vendor

This is the SaaS application’s vendor.

Column Chooser

Case insensitive free form search using the search box
Ability to sort ascending/descending
Select/deselect values in list

Annual Spend

This is the application’s annual license cost. For applications with licenses that span over an 18-month, two-year, or three-year period, the annual spend is prorated.

The Annual Spend amount matches the total amount from each term entered in the application’s Licenses Tab.

Column Chooser

Case insensitive free form search using the search box
Ability to sort ascending/descending
Select/deselect values in list

Licenses

This value equals the total number of licenses created in the SaaS application’s Licenses Tab.

Shown by default

Column Chooser

Ability to sort ascending/descending
Less than, greater than, in range
Maybe equals, not equal, less than or equals, greater than or equals

Assigned Users

This number refers to users from the application roster that have a license assigned.

The Assigned Users number matches the total number of users, located in the lower left-hand corner, of the application’s Users Tab.

Shown by default

Column Chooser

Ability to sort ascending/descending
Less than, greater than, in range
Maybe equals, not equal, less than or equals, greater than or equals

Active Users

This is the total number of users from the application roster that are considered active.

The Active Users number matches the total number of Active users listed in the Activity column of the application’s Users Tab.

Shown by default

Column Chooser

Ability to sort ascending/descending
Less than, greater than, in range
Maybe equals, not equal, less than or equals, greater than or equals

Category Group

This is the top-level application category and does not have a slideout.

Column Chooser

Case insensitive free form search using the search box
Ability to sort ascending/descending
Select/deselect values in list

Category

This is the second-level application category and has a clickable slideout to review annual spend, assigned and active users, and redundant applications.

Shown by default

Column Chooser

Case insensitive free form search using the search box
Ability to sort ascending/descending
Select/deselect values in list

Sub-Category

This is the third-level application category and has a clickable slideout to review annual spend, assigned and active users, and redundant applications.

Shown by default

Column Chooser

Case insensitive free form search using the search box
Ability to sort ascending/descending
Select/deselect values in list

Administrator

This column displays the email address of the application administrator who manages the users or usage of the application.

Column Chooser

Case insensitive free form search using the search box
Ability to sort ascending/descending

Integration

This column displays the application’s integration data source for SaaS Management: Direct, SSO, or None. For integration data source details, refer to Choosing a Data Source.

Column Chooser

Case insensitive free form search using the search box
Ability to sort ascending/descending
Select/deselect values in list

Tags

This searchable field information is entered when adding an application.

Column Chooser

Case insensitive free form search using the search box

Status

This column displays whether the application is actively or inactively managed in SaaS Management.

Column Chooser

Case insensitive free form search using the search box
Ability to sort ascending/descending
Select/deselect values in list

Category Slideout Columns

The following Category Slideout columns are available for this list. Some columns are displayed by default in the list, and others are available in the column chooser. Filtering options by column are also explained.

Technopedia is the source for the application data displayed in the Application and Sub-Category columns.

Category Slideout Columns

Column or Tile

Explanation

State

Filtering Options

Annual Spend (tile)

This is the total spend for all applications in this category.

Shown by default

None

Sub-Categories (tile)

This is the quantity of sub-categories for the category.

Shown by default

None

Application

These are the applications assigned to this category.

Shown by default

Column Chooser

Case insensitive free form search using the search box
Ability to sort ascending/descending
Select/deselect values in list

Sub-Category

This is the third-level application category and has a clickable slideout to review annual spend, assigned and active users, and redundant applications.

Shown by default

Column Chooser

Case insensitive free form search using the search box
Ability to sort ascending/descending
Select/deselect values in list

Annual Spend

This is the total spend for each application in this category.

Shown by default

Column Chooser

Ability to sort ascending/descending
Less than, greater than, in range
Maybe equals, not equal, less than or equals, greater than or equals

Assigned Users

This number refers to users from the application roster that have a license assigned.

Shown by default

Column Chooser

Ability to sort ascending/descending
Less than, greater than, in range
Maybe equals, not equal, less than or equals, greater than or equals

Active Users

This is the total number of users from the application roster that are considered active.

Shown by default

Column Chooser

Ability to sort ascending/descending
Less than, greater than, in range
Maybe equals, not equal, less than or equals, greater than or equals

Sub-Category Slideout Columns

The following Sub-Category Slideout columns are available for this list. Some are displayed by default in the list, and others are available in the column chooser. Filtering options by column are also explained.

Technopedia is the source for the application data displayed in the Application column.

Sub-Category Slideout Columns

Column or Tile

Explanation

State

Filtering Options

Annual Spend (tile)

This is the total spend for all applications in this sub-category.

Shown by default

None

Application

These are the applications assigned to this sub-category.

Shown by default

Column Chooser

Case insensitive free form search using the search box
Ability to sort ascending/descending
Select/deselect values in list

Annual Spend

This is the total spend for each application in this sub-category.

Shown by default

Column Chooser

Ability to sort ascending/descending
Less than, greater than, in range
Maybe equals, not equal, less than or equals, greater than or equals

Assigned Users

This number refers to users from the application roster that have a license assigned.

Shown by default

Column Chooser

Ability to sort ascending/descending
Less than, greater than, in range
Maybe equals, not equal, less than or equals, greater than or equals

Active Users

This is the total number of users from the application roster that are considered active.

Shown by default

Column Chooser

Ability to sort ascending/descending
Less than, greater than, in range
Maybe equals, not equal, less than or equals, greater than or equals