Users Tab

The Users tab lists all users within your organization who are currently assigned to a particular SaaS application. The user list is pulled by a Direct Connect Application Integration with SaaS Management or by a Single Sign-On (SSO) Application Integration.

Accessing the Users Tab

The following instructions apply to all of your managed SaaS applications, except for the following, which do not display an Users tab.

• AppExchange
• Azure
• Azure Client Credentials

To access the Users tab:

1. Go to the Managed SaaS Applications page (SaaS > Managed SaaS Applications).
2. Select the appropriate SaaS application’s instance link. The instance’s Overview tab opens by default.
3. Go to the Users tab.

Users Tab Data Updates

It may take up to 1 hour to see data updates in the following Users tab table columns:

• Licenses 
• Purchase IDs 
• Last Activity 
• Activities (x days) 
• Activity Status 
• Cost Center 
• Location 
• Department 
• Employee Status.

Users Tab UI Overview

The following tables describe the Users tab buttons and table columns.

• Users Tab Buttons
• Users Tab Columns

Users Tab Buttons

The following table describes the buttons on the Users tab.

Button

Description

Reclamation Opportunities

This tile is only available for applications that can enable the Reclamation integration task through a direct integration. For a listing of SaaS applications with this Reclamation feature, see the Application Task Tracking chart.

The number displayed represents the number of opportunities for reclaiming user licenses. The number of users and the number of Reclamation Opportunities are updated once on a daily cadence when the Reclamation integration task is enabled.

Clicking the opportunity number opens a Reclamation Opportunities slideout, which includes the following:

• Email 
• First Name 
• Last Name 
• Status—As a reclamation opportunity is processed, the status column may display:
• Opportunity—No action has been taken.
• In Progress—The administrator has chosen to reclaim the license, and an email was sent to the end user. For details, see Notifying the User before Reclaiming SaaS Licenses.
• Running—The user has been notified via email that their organization wants to reclaim their license. The user has not yet responded to the email. If the user is in the running state after 5 calendar days and has not responded to the email, the license is automatically reclaimed. For details, see Notifying the User before Reclaiming SaaS Licenses.
• Queued—The user has been notified via email that their organization wants to reclaim their license. The user has agreed to return their license. For details, see Notifying the User before Reclaiming SaaS Licenses. It may take up to 24 hours before the user is deactivated from the SaaS application.
• Cancelled—The administrator or user has cancelled the process. Cancelled opportunities should become an opportunity again if the license user becomes inactive in the HR roster. The user would be a security risk rather than an underutilized license.
• Successful—The reclamation was successful.
• Reason—In order of precedence, the following identifies a user as a reclamation opportunity:
• Not Part of HR Roster 
• Inactive Employee 
• Inactive or Never Active Application 

For details on how to reclaim a user license, see Reclaiming SaaS Licenses.

Show Filters

Reveals columns that have search or filters.

Clear All

Clears search terms in grid column searches.

Export CSV

Exports a listing of users that can be further analyzed in tools such as Microsoft Excel.

Any filters applied in the managed SaaS application’s Users tab page are retained to the exported dataset in the CSV file.

Users Tab Columns

The following table describes the following Users tab columns. For general search, filter, and sort capabilities within columns, see Using Tables in SaaS Management.

Column

Description

Email

Note:For the ServiceNow Licensing and ServiceNow Licensing OAuth2 integrations, the following functionality is for the User ID column.

This column displays either the user’s:

• Email address
• Unique ID when an email address is not returned from the SaaS application’s API integrated with SaaS Management

Note:By default, this is a static column and will remain frozen and visible when other columns are adjusted or pinned.

Users Slideout 

Clicking a user’s email link opens the user’s slideout.

The view more user details link takes you to the Administration > SaaS Settings > Organization > All SaaS Users page and displays the user’s All SaaS Users Usage Statistics.

For SaaS integrations that offer the License Differentiation feature (for a list of applications, see the License Differentiation column in the Application Task Trackingchart), the Assigned Licenses section displays a list of the user’s licenses separated by commas.

For users with activity data:

• The user’s last login date displays in the Last Activity field.
• The Activity Count graph is populated with activity counts by date range.

For never active users:

• Never displays in the Last Activity field.
• The Activity Count graph is blank.

First Name

This column displays either:

• The user’s first name.
• A blank field or information other than the user’s first name. This event occurs when the user’s first name was not returned from the SaaS application’s API integrated with SaaS Management.

Last Name

This column displays either:

• The user’s last name.
• A blank field or information other than the user’s last name. This event occurs when the user’s last name was not returned from the SaaS application’s API integrated with SaaS Management.

Activity Status

Within a few minutes after Adding an Application and Setting Activity Thresholds, user activity is displayed as Active, Inactive, or Never Active based on the Activity Threshold set in the Overview Tab and the date in the Last Activity column of the Users tab.

For example, if the date in the Last Activity column for a user was from 31 days ago and the Activity Threshold set in the Overview Tab was for 30 days, Inactive would display in the Activity column for that user.

The number of Active, Inactive, or Never Active users in this column matches the number of Active Users, Inactive Users, and Never Active Users in the Application Usage section of the Overview Tab .

Last Activity

Within a few minutes after Adding an Application, this column’s data is displayed as per the last activity of the user (If any).

This column displays either the:

• Date of the last activity recorded from the SaaS application roster. For active users, this date will be within the Activity Threshold. For inactive users, this date will be outside of the Activity Threshold. This date matches the number in the Days Since Last Activity column of Underutilized SaaS Accounts page, which is populated overnight.
• Value Never when no activity has been recorded from the SaaS application roster. This Never status matches the Never Active status in the Days Since Last Activity column of Underutilized SaaS Accounts page, which is populated overnight.

Note:You can use the Calendar feature to select a date range for viewing last activities.

Employee Status

The values Active, Inactive, or Disabled are based on your organization’s HR Roster.

A user can be Inactive under the following circumstances:

• User was once present in the HR Roster data from the HR provider, but no longer is.
• User is still returned in the HR Roster list, but the HR provider has specified an “Inactive” date. This scenario will vary among HR providers as not all of them provide a user’s inactive date to SaaS Management.

At this time, the value Disabled is only available for Azure. Your organization can apply the circumstances for using this employee status in Azure. An example could be for users who are on a long-term leave.

Organizational Attributes

Organizational attributes from the All SaaS Users page (Organization > All SaaS Users) are displayed as columns in the Users tab. The available attributes are based on the SaaS application’s API integration with SaaS Management. Some examples of organizational attributes include, but are not limited to, the following:

• Department 
• Location 
• Cost Center 
• Branch Name.

Activities (# Days)

This column displays the number of activities recorded in the last 30 days for the user. This column’s heading contains the number of days selected for the Activity Threshold in the Overview Tab .

This column’s data contains the number of activities performed by the user based on the number of days selected for the Activity Threshold in the Overview Tab . For details, see Setting Activity Thresholds. The number of activities tracked is dependent on the SaaS application’s API integration with SaaS Management.

Licenses

By default, this column displays the user’s total number of licenses based on the number of SaaS application SKUs assigned to the user. Next to the number is the name of the license(s) assigned to the user.

When this information is exported by CSV, license names are comma delineated.

The source for the license names is either the:

• SaaS Management catalog of SaaS application license SKUs
• Customer-supplied SKU for SKUs not in the Technopedia SaaS Management catalog. The data source for these SKUs are either through a direct integration with SaaS Management or ingested into SaaS Management using the Flexera SaaS Management Data Ingestion Utility.

Important:The Licenses column displays expired licenses when the entitlement is still active. However, if a rule allocation is applied for the purchase in the Licenses tab, the rule allocation will exclude any expired licenses. As a result, the Licenses column only displays the license names, not the Purchase IDs.

Purchase IDs

This column displays the unique ID assigned to the user for a SaaS license purchase. Purchase IDs are linked to the license purchases in the Purchases table of the managed SaaS application’s Licenses tab. This unique ID helps you assign licenses to specific users discovered through the SaaS Management Single Sign-On capability.

In addition, this column displays the license name that has been assigned to users, who are excluded of allocation rules and will be applied to the Fallback Cost. For more information, see Creating a Purchase Allocation.