ServiceNow Subscription Licensing

ServiceNow Subscription Licensing manages how your ServiceNow subscriptions are used on your instances. ServiceNow provides cloud-based services such as Software as a Service (SaaS) and Platform as a Service (PaaS) that automate enterprise IT operations.

Information Stored
Minimum Permissions Required
Authentication Method
Credentials Required
Subscription Types
Integrating ServiceNow Subscription Licensing with SaaS Management
Auto-Populated ServiceNow Subscription Licensing License Information
Managing Available ServiceNow Subscription Licensing Licenses
API Endpoints

Information Stored

The following table describes the available integration tasks and stored data.

Available Integration Tasks

Integration Task

Information Stored

Application Roster

Username
Email
First Name
Middle Name
Last Name
Account Create Date
Licenses

Note:The users assigned are not tracked for the following Subscription (License) types:

Capacity—In this subscription, usage is not calculated based on the users assigned. Instead, it is based on the resources such as groups, devices, software, or nodes and currently the integration is capable of retrieving only the users assigned.
Unlimited—For an Unlimited subscription, any user in the sys_user table that has a user ID and has the Active field set to true is assigned to this subscription. Ideally, it would be all the active users in the ServiceNow account.

License Differentiation

Refer to the Subscription Types.

License Information

Unique ID
SKU
Items Allowed
Product Name

Note:Note the following:

The ServiceNow Subscription Licensing integration supports manual entry and auto-population (via the License Information API value) for displaying the # of Items Allowed value in the SaaS Management Licenses Tab.
For this iteration, Product Name is only available via API and is not available in the SaaS Management UI.

Note:The information stored is subject to change as enhancements are made to the product.

Minimum Permissions Required

Minimum Permissions Required

Role

Description

Integration Task Name

admin, usage_admin

This role is required to:

Retrieve the ServiceNow users and their activities
Manage user licenses for the License Information task.

For details, refer to the Base System Roles section of the ServiceNow documentation.

Application Roster

License Information

Authentication Method

Basic

Credentials Required

Instance Domain
Username
Password

Subscription Types

The following table lists the ServiceNow subscription types displayed in SaaS Management. The subscription types appear:

In the Licenses column of the Users tab
In the License Type column of the Activity tab.

ServiceNow Subscription Types Displayed in SaaS Management

ServiceNow Subscription Types Displayed in SaaS Management

Description

Per User

Your organization purchases a subscription for the number of fulfiller users for subscription applications and capabilities. Your instance can monitor and report usage by both subscribed users and users who are not subscribed.

Unrestricted User

Previously referred to as a Max User. Your organization purchases an anticipated maximum number of unrestricted-user licenses. Unrestricted user licenses have no restrictions on role assignment. Your ServiceNow instance auto-allocates active users from the sys_user table to the unrestricted-user licenses.

Capacity

Your ServiceNow instance auto-allocates resources such as users, devices, software, or nodes to Capacity subscriptions. For example, resources such as each CI that Discovery finds, or each password reset request.

Unlimited User

Your organization purchases a subscription for the number of fulfiller users for subscription applications and capabilities. Your instance can monitor and report usage by both subscribed users and users who are not subscribed

PA-Indicator

Your organization purchases a subscription for an application family that uses Performance Analytics (PA) capabilities (for example, PA for ITSM or PA for Service Management). The PA admin creates indicators on tables that are used by the applications.

Note:Since there is no documentation found on PA-Indicator, Display, and Other subscriptions, Flexera pulls all the ServiceNow subscription types. For further subscription information, refer to the ServiceNow documentation section Types of subscriptions.

Integrating ServiceNow Subscription Licensing with SaaS Management

To integrate ServiceNow Subscription Licensing with SaaS Management, perform the following steps.

To integrate ServiceNow Subscription Licensing with SaaS Management:

1. Sign in to your ServiceNow Subscription Licensing instance, using the credentials of the ServiceNow Subscription Licensing user with permissions as outlined in the Minimum Permissions Required .
2. From the Instance URL, note the ServiceNow Subscription Licensing Instance Domain.

For example, if the Instance URL is https://dev70003.service-now.com, then the Instance Domain is dev70003.

Important:If you enter the ServiceNow Subscription Licensing Instance URL rather than the ServiceNow Subscription Licensing Instance Domain in the SaaS Management Instance Domain field, the integration will fail.

3. In SaaS Management, add the ServiceNow Subscription Licensing application. Refer to Adding an Application.
4. Copy and paste the ServiceNow Subscription Licensing Instance Domain into SaaS Management.
5. Enter the Username and Password of the ServiceNow Subscription Licensing user with privileges as outlined in the Minimum Permissions Required .

Results: 

In the ServiceNow Subscription Licensing Users tab, the ServiceNow Subscription Types appear in the Licenses column.
In the ServiceNow Subscription Licensing Activity tab, the ServiceNow Subscription Types appear in the License Type column.
6. Click Authorize.
7. For further information on managing and optimizing your organization’s ServiceNow Subscription Licensing licenses, refer to:
Auto-Populated ServiceNow Subscription Licensing License Information
Managing Available ServiceNow Subscription Licensing Licenses.

Auto-Populated ServiceNow Subscription Licensing License Information

The SaaS Management integration with ServiceNow Subscription Licensing offers a License Information integration task that automatically retrieves every 24 hours the name of the ServiceNow Subscription Licensing plan, subscription type, and total allowed number of licenses. This auto-populated ServiceNow Subscription Licensing license information provides a more complete view of your ServiceNow SaaS entitlements and component usage by displaying:

Assigned entitlements
User’s license activity (based on the user’s last login).

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

If you have manually managed ServiceNow Subscription Licensing application 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 Microsoft.
You need to enter and keep up to date the following Licenses Tab information. The License Information integration task does not pull in this information. The SaaS application’s annual spend calculation relies on entered and accurate license effective and ending dates.
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.

To auto-populate ServiceNow Subscription Licensing license information:

1. From the SaaS menu, click Managed SaaS Applications. The Managed SaaS Applications screen appears.
2. For a new ServiceNow Subscription Licensing integration, add the ServiceNow Subscription Licensing application. Refer to Adding an Application. The License Information integration task is selected by default.
3. For an existing ServiceNow Subscription Licensing integration:
a. On the Managed SaaS Applications screen, select the appropriate ServiceNow Subscription Licensing instance link. The instance’s Overview tab opens by default.
b. Click the ServiceNow Subscription Licensing 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, the License type, Name, and # of Items Allowed fields in the ServiceNow Subscription Licensing Licenses tab are disabled as this information is automatically populated. The active and inactive ingested license data from Microsoft can be compared against the Subscriptions data from the Licenses menu of the ServiceNow Subscription Licensing Admin Center.

Managing Available ServiceNow Subscription Licensing Licenses

Once the License Information integration task for Auto-Populated ServiceNow Subscription Licensing License Information is enabled, you can add or remove the ServiceNow Subscription Licensing product licenses you wish to manage within SaaS Management. Complete the following steps.

To manage available ServiceNow Subscription Licensing 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 ServiceNow Subscription Licensing instance link. The instance’s Overview tab opens by default.
3. Click the ServiceNow Subscription Licensing instance’s Licenses tab.
4. In the ServiceNow Subscription Licensing Licenses tab, click the Manage Available Licenses button in License Details. The Manage Available Licenses slideout opens to display the Microsoft product licenses from your Microsoft portal.
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, refer to What happens when a ServiceNow Subscription Licensing license is filtered out?

What happens when a ServiceNow Subscription Licensing license is filtered out?

No license entry appears on the ServiceNow Subscription Licensing 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 ServiceNow Subscription Licensing Users tab.
Activity from users who are only entitled to licenses that have been filtered out does not appear in the ServiceNow Subscription Licensing Activity tab.
Since users in this filtered state are not listed in the ServiceNow Subscription Licensing 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 ServiceNow Subscription Licensing 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 ServiceNow Subscription Licensing Users tab.

API Endpoints

Application Roster

https://<<instance>>.service-now.com/api/now/stats/license_subscribed_users

 

https://<<instance>>.service-now.com/api/now/table/license_subscribed_users

License Information

https://<<instance>>.service-now.com/api/now/table/license_details