Monitoring SaaS Subscriptions usage

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Table of Contents

Overview SaaS Subscriptions Table Users Table Tags Table

Overview

The SaaS Subscriptions section under Purchased Licenses provides a centralized overview of all contractually purchased SaaS applications in your environment, showing subscription details for license and financial management.

This section contains three tables:

SaaS Subscriptions: Displays information related to all available SaaS applications.
Users: Displays information related to costs and activity for users in your environment.
Tags: Lists all currently active tags.

SaaS Subscriptions Table

The SaaS Subscriptions table allows you to monitor renewal cycles, costs, utilization, savings potential, and more for each SaaS subscription. This allows for proactive decision-making about renewals, cancellations, or reassignment.

To quickly navigate through available subscriptions and highlight specific data, you can use a series of predefined filters:

Subscriptions waste: Lists subscriptions with zero usage in the last 90 days.
Unassigned to any user: Lists subscriptions that are not currently assigned to any user.
Upcoming renewals: Lists subscriptions with upcoming renewals, including contracts where either the cancellation notice date or the renewal date is within the next 30 days.
With inactive users: Lists subscriptions assigned to users who have not accessed the application within a specified time period.

Use Create New Filter in the Filters section to add and use custom filters.

Additionally, you can sort entries by column, alphabetically, and more, by clicking on column headers and picking an option from the context menu.

Column	Description
Contract Name	Name of the SaaS contract, typically including the application and subscription year (example: adobe creative cloud 2024)
Name	Internal label or purpose, such as “business” (could reflect usage context)
Renewal Date	Upcoming date for renewing a subscription, either automatically or manually
Notice Date	The final date by which the subscription must be canceled to prevent automatic renewal (important for contracts with termination periods)
Auto Renewal	Checkbox indicating whether the subscription will automatically renew unless canceled
Payment Term	Frequency of payment (example: Monthly or Yearly)
Annual Cost P/License	The subscription cost per year; this is a per-unit figure.
Saving Potential	Estimated total savings if unused or underused licenses are canceled or optimized
Licenses	Total number of purchased licenses for a subscription
Assigned Licenses	Number of licenses assigned to actual users
Unassigned Licenses	Number of licenses not yet assigned, possibly pointing to waste or optimization potential
Active Users	Number of active users with assigned licenses
Inactive Users	Number of inactive users with assigned licenses

Users Table

The Users table allows you to monitor the status, cost, and activity of people in your environment. The data makes it easier to review the usage versus cost effectiveness of licenses within your environment.

You can sort information using the column headers, and create custom filters to highlight relevant data.

Column	Description
Full Name	The first, last, and middle name (where applicable) of the user
Person	The user's account within your environment
Status	The current status of the user's account, which indicates whether an user is currently active or not
Yearly Cost	The yearly expenses for all subscriptions assigned to the user
Last Activity	The most recent date when the user was active
Days Ago	The number of days since the user was active

Tags Table

The Tags table allows you to monitor data related to tags defined in your environment. You can use this data to review subscription activity for larger groups of users.