Create a Microsoft 365 integration profile

  • Release version: Yokohama
  • Updated January 30, 2025
  • 3 minutes to read

    • Create an integration profile to track software subscriptions and optimize stale licenses for the Microsoft 365 service.

    Before you begin

    ServiceNow Role required: sam_integrator or admin

    To integrate with Microsoft 365, activate the following plugins:
    • Software Asset Management Professional for Microsoft (com.snc.samp.microsoft) plugin
    • Software Asset Management - SaaS License Management (sn_sam_saas_int) plugin from the ServiceNow Store

      For more information, see Request SaaS License Management.

    About this task

    If you’re using Software Asset Workspace, the option to create the direct integration profile in Core UI is inactive.

    Procedure

    1. From a web browser, open your ServiceNow instance.
      InterfaceAction
      Core UI Navigate to All > Software Asset > SaaS License > Direct Integration Profiles
      Software Asset Workspace
      1. Navigate to Workspaces > Software Asset Workspace > License operations.
      2. Under User subscription, select Direct integration profiles.
    2. Select New.
    3. Select Microsoft 365 Integration Profile.
    4. On the form, fill in the fields.
      Table 1. Integration Profile form
      Field Description
      Display name Name of the integration profile. For example, Microsoft 365 integration for <your-company>.
      Client Id Client ID of the application that you registered in the Microsoft Azure portal. Enter the application (client) ID that you copied in Register a Microsoft Entra ID application.
      Client secret Client secret of the application that you registered in the Microsoft Azure portal. Enter the client secret that you copied in Register a Microsoft Entra ID application.
      Tenant name or Id Globally unique identifier (GUID) of the application that you registered in the Microsoft Azure portal. Enter the directory (tenant) ID that you copied in Register a Microsoft Entra ID application.
      Warning:
      When entering the directory (tenant) ID, don’t add any additional extensions to the ID. Enter the ID exactly as it was copied in Register a Microsoft Entra ID application.
      REST message Message that enables you to send requests to a REST web service endpoint.
      Profile type Type of integration profile. This field is automatically set to Microsoft 365.
    5. In the Process configuration section, view the required user roles or API permissions to minimize security risks and optimize SaaS licenses.
      Note:
      For more information about the required roles and scopes, see Minimal user permissions table.
      • The Download subscriptions check box is selected by default and you can't clear it.
      • The Download Activity check box is selected by default. If you clear it, activity data for this integration profile isn't pulled.

      • The Reclaim subscriptions check box is selected by default. If you don't want to reclaim subscriptions, you can clear this check box. If you clear it, the removal candidates are created but the reclaim subscription subflow isn't triggered or the reclamation process isn't initiated.

    6. Select Submit.
    7. On the integration profile form, select Validate Connection to verify the connection and credential details of this integration.
      If the connection is successfully validated, the integration profile downloads subscriptions and activity data.
      Note:
      If the Download Activity field is selected without configuring the optional Power BI settings, the Validate connection feature will issue the following warning message: "All required APIs are validated successfully, but the optional Power BI API validation has failed."
    8. Optional: Check the status of the user subscription job by navigating to Software Asset > Administration > Job Results.

    What to do next

    View all automatically generated software models for Microsoft 365 by navigating to Integration - Microsoft 365 > Software Models. A software model is a profile of the software that you have purchased, including information about the publisher, version, and discovery map. Software models record publisher information and create a profile.

    After creating an integration profile for Microsoft 365, you can view information about software models, unrecognized subscription identifiers, scheduled jobs, scheduled job results, and software subscriptions in the Software Asset Workspace. Navigate to License operations > User subscription > Direct integration profiles.

    When you create an integration profile, a reclamation rule is automatically created for the software. It's important that you review the reclamation rule to ensure that it meets your specifications. You can view all automatically generated reclamation rules for Office 365 by navigating to Software Asset > Administration > Reclamation Rules. Reclamation rules are applied based on the Microsoft System Center Configuration Management (SCCM) usage data that is pulled through the Microsoft SCCM usage integration. For more information on these reclamation rules, see Create a reclamation rule to import Microsoft SCCM usage data.

    Note:
    ServiceNow automatically creates one default reclamation rule for Office 365. You can also update the Last activity threshold field under the Subscription Usage Condition tab.