SaaS License Management

SaaS License Management helps organizations track and control cloud-based applications and service subscriptions as part of Software Asset Management (SAM). It promotes ownership, visibility, agility, and accountability, enabling better cost control and efficient use of resources.

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 Single Sign-On (SSO) 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.

Table 1. Approaches to manage your SaaS applications

Option	Key features	Benefits
Direct Integration	Base system or default direct integrations Automated license reclamation	Provides detailed usage insights Automates license management Reduces manual effort
SaaS License Connections	Connect to any SaaS application with a public API Low-code framework using ServiceNow® via Integration Hub and Workflow Studio	Flexible for any SaaS application Customizable workflows
SSO Integration	Connect via SSO providers such as Okta and Microsoft Entra ID. Download the list of applications or users Identify overlapping software and rationalize applications	Helps tackle SaaS sprawl Improves cost control Simplifies user access management

• 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.