SaaS License Management

SaaS License Management tracks and controls cloud-based application subscriptions within Software Asset Management (SAM). This capability helps organizations manage subscriptions, monitor usage, and control costs across hybrid and direct SaaS models.

SaaS subscription models

SaaS applications and services are typically subscribed to on a per-user basis. They generally fall into two categories:

• Hybrid SaaS

  Hybrid SaaS combines on-premise installations with cloud-based subscriptions. It’s commonly used by organizations that require offline access to certain applications while also using cloud features for collaboration. This model is also suitable for businesses with compliance requirements that mandate local installations. For example, a Microsoft 365 subscription enables you to access cloud services and install applications like Microsoft Excel on their devices. SAM supports the following Hybrid SaaS integrations:

  • Adobe Cloud integration

  • Microsoft 365 integration

• Direct SaaS

  Direct SaaS refers to applications where all data and functionality are hosted in the cloud and accessed through the internet. You typically log in via a web browser or a dedicated app without installing software locally. For example, a Miro subscriber accesses the application entirely online. This model is common for organizations that prioritize ease of deployment and minimal maintenance, and for teams that work remotely or across multiple locations.

  Important: This topic focuses on the Direct SaaS category. It explains how to get started, identifies areas where Direct SaaS can be applied, and outlines ways to use available solutions and workflows effectively.

Managing Direct SaaS with the SaaS License Management application

Managing Direct SaaS applications can vary based on organizational needs. The best approach depends on factors such as the level of integration required, available APIs, and whether SSO (Single Sign-On) is in place.

• Use Direct Integration when you need deep usage insights and automated license management for supported vendors.

• Use SaaS License Connections when you want flexibility to connect any SaaS app with a public API and prefer a low-code setup.

• Use SSO Integration when you need visibility into apps connected through an SSO provider and want to address SaaS sprawl.

For more information about installing SaaS License Management, see Request SaaS License Management.

[Omitted image “saas-license-management.png”] Alt text: Flowchart to guide through SaaS license management

<table id=“table_mz1_csf_jhc”><thead><tr><th>

Option

</th><th>

Key features

</th><th>

Benefits

</th><th>

Reclamation support

</th></tr></thead><tbody><tr><td>

Direct Integration

</td><td>

• Base system or default direct integrations

• Full visibility into individual user-to-application assignments

• Identifies inactive or unused subscriptions based on usage and last activity signals

• Orchestrates the reclamation workflow end to end

</td><td>

• Provides detailed usage insights

• Automates license management

• Reduces manual effort

</td><td>

• When the underlying application or publisher API supports write-back (programmatic removal or de-provisioning of users).

• When an integration provides usage visibility but does not offer a reclamation or write-back API, SAM identifies reclamation candidates. You must remove users manually or through a custom workflow.

</td></tr><tr><td>

SaaS License Connections

</td><td>

• Connect to any SaaS application with a public API

• Low-code framework using ServiceNow® via Integration Hub and Workflow Studio

</td><td>

• Flexible for any SaaS application

• Customizable workflows

</td><td>

Depends on the public API and custom workflow configuration. Build removal logic through Workflow Studio for supported applications.

</td></tr><tr><td>

SSO Integration

</td><td>

• Connect via SSO providers such as Okta and Microsoft Entra ID.

• Analyzes user login activity

• Generates reclamation candidates for stale or inactive users

• Download the list of applications or users

• Identify overlapping software and rationalize applications

</td><td>

• Helps tackle SaaS sprawl

• Improves cost control

• Simplifies user access management

</td><td>

• For users who are directly assigned to applications (supported for both Azure and Okta).

• For users accessing applications through Okta or Microsoft Entra ID groups. Group-based removal is not automated. A single group can grant access to multiple applications. Removing a user from a group could have unintended downstream effects across other apps.

</td></tr></tbody> </table>- Request SaaS License Management
Request the Software Asset Management - SaaS License Management plugin (sn_sam_saas_int) so that you can create and manage integrations with your SaaS and Single Sign-on (SSO) applications. You can use these integrations to track license usage and to reclaim unused licenses. - SaaS License Management setup for large companies
Set up SaaS License Management for large companies to confirm that you can view all SaaS usage data in your ServiceNow instance. - SaaS Overview dashboard
Optimize how much your organization spends on SaaS and SSO licensing by analyzing the subscription usage, cost, and compliance of your SaaS applications and SSO providers using the SaaS Overview dashboard. - Integrate with SaaS applications
Create an integration profile to view software usage information and optimize stale licenses. - Integrate with SSO providers
Integrate with a Single Sign-On (SSO) provider to view software usage for all connected SSO applications. - Playbook for SaaS integrations
The SaaS playbook provides step-by-step guidance for integrating an SaaS application. It takes you in a phased way through each stage of the integration process, from initiation to completion. - Viewing your SaaS and SSO subscriptions
View a list of all subscriptions for your SaaS and Single Sign-On (SSO) applications. - Review a software reclamation rule
Use reclamation rules to cancel user subscriptions that have limited to no activity. - Reclaiming user subscriptions
You can reclaim unused SaaS and SSO subscriptions to reduce your total software costs. - Create a child alias to set up multiple integration profiles
Create a child alias to set up multiple integration profiles with unique connections and manage different configurations for each integration profile. - Create a child alias to set up multiple Cisco Webex integration profiles
Create a child alias to set up multiple Cisco Webex integration profiles. - Create a child alias to set up multiple Confluence Cloud integration profiles
Create a child alias to set up multiple Confluence Cloud integration profiles. - Create a child alias to set up multiple Jira integration profiles
Create a child alias to set up multiple Jira integration profiles with unique connections and manage different configurations for each integration profile. - Associate a user with subscription records
If the User field in the Software Subscription [samp_sw_subscription] table is empty, map the field with an associated user in the User [sys_user] table within ServiceNow AI Platform. - Disconnect SSO apps
Disconnect an SSO application to stop viewing subscription information for the app, or before creating a direct integration for the app. - Delete an integration profile
If your company stops using a SaaS application or SSO provider, you can delete the integration profile. - Subscription identifiers for SaaS and SSO applications
Use the SaaS License Management application to view, manage, and resolve subscription identifiers for your SaaS and SSO applications. - Subscription exclusions for SaaS and SSO applications
Define subscription exclusions for your SaaS and SSO applications to optimize your licensing costs by keeping the excluded subscriptions out of license cost calculations.

Parent Topic:Software Asset Management