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 when manually entering SaaS license information in the Licenses Tab for the following tasks:
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.
After Auto-Populating SaaS Application License Information, some license type information may be missing. You can manually enter the missing license types.
To enter missing license types discovered by SaaS Management:
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1.
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Go to the Managed SaaS Applications page (SaaS > Managed SaaS Applications). |
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Select the appropriate SaaS application’s instance link. The Overview tab opens by default. |
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Go to the Licenses tab and select License Details. |
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After the missing License Type and Name fields auto-populate in the License Details table, click the Edit icon in the row of the appropriate license. The License Details slideout opens. |
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Enter the appropriate information in the following fields: |
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Purchase Identifier—As an option, you can enter a purchase order number. |
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Payment Frequency—Select the appropriate frequency from the dropdown list: Once, Monthly, Quarterly, Semi-Annually, Annually, Every 18 Months, Biannually, and Triennially. |
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 enter license details for license differentiation:
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1.
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Go to the Managed SaaS Applications page (SaaS > Managed SaaS Applications). |
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Select the appropriate SaaS application’s instance link. The Overview tab opens by default. |
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Go to the Licenses tab and select License Details. |
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In the License Details table, click the edit icon in the row of the appropriate license. The License Details slideout opens. |
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Enter a number of licenses in the Provisioned field. The multiplier for the Cost field is based on the number of users pulled in daily from the application roster. |
Creating a License Purchase
Important:The Administer SaaS role or the Manage SaaS licenses role is required to create a license purchase. For complete descriptions of each role available in Flexera One, see Flexera One Roles.
All licenses displayed in SaaS Management have at least one purchase. System-generated purchases that are pulled into SaaS Management using an integration, cannot be deleted. You can create additional license purchases by completing the following steps.
To create a license purchase:
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1.
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Go to the Managed SaaS Applications page (SaaS > Managed SaaS Applications). |
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Select the appropriate SaaS application’s instance link. The Overview tab opens by default. |
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Go to the Licenses tab and select License Details. |
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In the License Details table, click the edit icon in the row of the appropriate license. The License Details slideout opens. |
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Go to the Purchases table and click Add New Purchase. The Add New Purchase slideout opens. |
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Enter the necessary information in the Add New Purchase fields. For more information on these fields, see License Details. |
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Purchase Identifier—It is recommended to enter a purchase order number. |
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Purchase Date (MMM dd, yyyy) |
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Effective Date (MMM dd, yyyy) |
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Expiration Date (MMM dd, yyyy) |
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Provisioned—Refers to 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. For an unlimited quantity, select the Set Purchased as Unlimited checkbox. |
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Purchased—Refers to 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. For an unlimited quantity, select the Set Purchased as Unlimited checkbox. |
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Cost—Select the appropriate currency from the dropdown list. If no cost information is entered, the default cost displayed is 0. |
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Payment Frequency—Select the appropriate frequency from the dropdown list: Once, Monthly, Quarterly, Semi-Annually, Annually, Every 18 Months, Biannually, and Triennially. |
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Click Save to save the new license purchase. |
Creating a Custom License
Important:The Administer SaaS role or the Manage SaaS licenses role is required to create a custom license for a SaaS application. For complete descriptions of each role available in Flexera One, see Flexera One Roles.
You have the option to create a custom license for a managed SaaS application when the License Information integration task is enabled in the application’s Integration Tab. This feature also works when the SaaS application is using the License Information integration task, so that you can control the licenses you manage.
To create a custom license:
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Go to the Managed SaaS Applications page (SaaS > Managed SaaS Applications). |
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Select the appropriate SaaS application’s instance link. The Overview tab opens by default. |
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Go to the Licenses tab and select License Details. |
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Click Create Customized License. The License Details slideout opens. |
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Select the appropriate License Name from the dropdown list. |
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Enter the necessary information in the License Details fields. For more information on these fields, see License Details. |
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License Type—Select the appropriate type from the dropdown list: Per User, Per Login, Per Node/Transaction, Per Location, and Per Organization. |
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Effective date (MMM dd, yyyy) |
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Expiration date (MMM dd, yyyy) |
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Remind Before Effective Date (Days) and Remind Before Expiration Date (Days)—Enter the appropriate number of days to send reminders to the email address of your organization’s SaaS Management administrator. If these fields are empty, no reminders will be sent. |
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Go to the Purchases table and click Add New Purchase. The Add New Purchase slideout opens. |
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Enter the necessary information in the Add New Purchase fields. For more information on these fields, see License Details. |
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Purchase Identifier—It is recommended to enter a purchase order number. |
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Purchase Date (MMM dd, yyyy) |
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Effective Date (MMM dd, yyyy) |
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Expiration Date (MMM dd, yyyy) |
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Provisioned—Refers to 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. For an unlimited quantity, select the Set Purchased as Unlimited checkbox. |
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Purchased—Refers to 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. For an unlimited quantity, select the Set Purchased as Unlimited checkbox. |
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Cost—Select the appropriate currency from the dropdown list. If no cost information is entered, the default cost displayed is 0. |
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Payment Frequency—Select the appropriate frequency from the dropdown list: Once, Monthly, Quarterly, Semi-Annually, Annually, Every 18 Months, Biannually, and Triennially. |
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9.
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Click Save to save the new custom license purchase. |
Editing a License Purchase
Important:The Administer SaaS role or the Manage SaaS licenses role is required to edit a license purchase. For complete descriptions of each role available in Flexera One, see Flexera One Roles.
If you need to edit and save purchase information updates to a manually entered or system-generated license purchase, complete the following steps. To delete a manually entered license purchase, see Deleting a Manually Entered License Purchase.
To edit a license purchase:
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Go to the Managed SaaS Applications page (SaaS > Managed SaaS Applications). |
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Select the appropriate SaaS application’s instance link. The Overview tab opens by default. |
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Go to the Licenses tab and select License Details. |
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In the License Details table, click the edit icon in the row of the appropriate license. The License Details slideout opens. |
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Go to the Purchases table and in the Actions column click the edit icon in the row of the appropriate purchase. The Edit Purchase slideout opens. |
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Edit the necessary information in the Edit Purchase fields. For more information on these fields, see License Details. |
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7.
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Click Save to save the updated purchase information. |
Deleting a Manually Entered License Purchase
Important:The Administer SaaS role or the Manage SaaS licenses role is required to delete a manually entered license purchase. For complete descriptions of each role available in Flexera One, see Flexera One Roles.
System-generated purchases that are pulled into SaaS Management using an integration, cannot be deleted. In the Purchases table of the License Details slideout, the system-generated purchases have System displayed in the Type column, and the delete icon is removed. If there is more than one license purchase, you can delete manually entered purchases by completing the following steps.
To delete a manually entered license purchase:
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Go to the Managed SaaS Applications page (SaaS > Managed SaaS Applications). |
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Select the appropriate SaaS application’s instance link. The Overview tab opens by default. |
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Go to the Licenses tab and select License Details. |
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In the License Details table, click the edit icon in the row of the appropriate license. The License Details slideout opens. |
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Go to the Purchases table and in the Actions column click the delete icon in the row of the appropriate purchase. |
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Click Continue in the Delete purchase? dialog box. Once deleted, some purchase-related calculations may be impacted. |
Creating a Purchase Allocation
Important:The Administer SaaS role or the Manage SaaS licenses role is required to create a purchase allocation. For complete descriptions of each role available in Flexera One, see Flexera One Roles.
License purchases can be allocated to a particular group of users assigned a license purchase to a single sign-on (SSO) application. Users can be tracked to a specific license purchase by a purchase order number and an internal purchase ID. This user information is displayed in the application’s Users Tab. As a result, a purchase allocation impacts cost-related calculations and license usage calculations.
To create a purchase allocation:
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Go to the Managed SaaS Applications page (SaaS > Managed SaaS Applications). |
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Select the appropriate SaaS application’s instance link. The Overview tab opens by default. |
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Go to the Licenses tab and select Purchases. |
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In the appropriate Purchases table row, go to the rightmost side and click the three vertical dots to reveal Edit Purchase Allocation. |
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Click Edit Purchase Allocation. The Purchase Allocation slideout opens. |
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Customize your purchase allocation based on the appropriate Condition, Type, and Value. The available Type dimensions from the Users tab vary based on the managed SaaS application. Based on the selected Type dimension, the following table describes the supported operators. |
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equals, not_equals
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string
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equals, not_equals, less_than, greater_than
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integer
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equals, not_equals, less_than, greater_than
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timestamp
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in, not_in
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string
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true, false
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boolean
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Click Add to include any additional types and values for your purchase allocation. |
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Click Save. In the appropriate Purchases table row, Yes displays in the Has Condition column. |
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To apply the cost of all users excluded by purchase allocations rules for any purchases under this license term, enter the cost in the Fallback Cost field of the License Details slideout.This cost will also contribute to the application’s annual spend. |
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 Licenses tab, there is a Misc Fees section 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:
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Go to the Managed SaaS Applications page (SaaS > Managed SaaS Applications). |
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Select the appropriate SaaS application’s instance link. The Overview tab opens by default. |
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Go to the Licenses tab and select Misc Fees. |
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Click Add New Fee. The Add New Fee slideout opens. |
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Enter the appropriate information in the following fields: |
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Effective Date (MMM dd, yyyy) |
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Expiration Date (MMM dd, yyyy) |
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Cost—Select the appropriate currency from the dropdown list. |
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Payment Frequency—Select the appropriate frequency from the dropdown list: Once, Monthly, Quarterly, Semi-Annually, Annually, Every 18 Months, Biannually, and Triennially. |
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 Licenses tab, there is a Documents section where you can upload any license-related documents such as contracts in the following formats: .doc, .docx, .xls, .xlsx, or .pdf. You can also download, edit, and delete individual documents. When you click the Export CSV icon, you download a CSV file with all the document names and notes.
Important:Excel and CSV files with formulas that cause security concerns cannot be uploaded to the Licenses tab. An example would be a formula that launches an executable.
To upload license documents:
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Go to the Managed SaaS Applications page (SaaS > Managed SaaS Applications). |
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Select the appropriate SaaS application’s instance link. The Overview tab opens by default. |
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Go to the Licenses tab and select Documents. The Upload Document slideout opens. |
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Drag a file or click to browse for a file. |
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Enter any necessary document Notes. |
Adding License Notes
Important:The Administer SaaS role or the Manage SaaS licenses role is required to add license notes. For complete descriptions of each role available in Flexera One, see Flexera One Roles.
Within a SaaS application’s Licenses tab, there is a Notes section that you can use as an audit log to document important events when managing a license.
To add license notes:
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Go to the Managed SaaS Applications page (SaaS > Managed SaaS Applications). |
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Select the appropriate SaaS application’s instance link. The Overview tab opens by default. |
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Go to the Licenses tab and select Notes. |
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Click Add New Note. The Add New Note slideout opens. |
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Enter the necessary note information. |