--- sourceDocument: Australia Asset Management sourceDocumentLink: https://www.servicenow.com/docs/r/it-asset-management Release : - australia ft:locale : - en-US ft:publication_title : - Australia Asset Management ft:clusterId : - itam bundleId : - itam workflow : - Technology --- # SaaS License Management # SaaS License Management {#ariaid-title1} Release version: Australia Updated August 13, 2026 ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 2 minutes to read Summarize ![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete. ## Summary of SaaS License Management SaaS License Management within Software Asset Management (SAM) enables organizations to track, control, and optimize cloud-based application subscriptions. It supports managing subscriptions, monitoring usage, and controlling costs for both hybrid and direct SaaS models, with a focus on Direct SaaS applications where all data and functionality are hosted in the cloud. Show full answer Show less ## SaaS Subscription Models * **Hybrid SaaS:** Combines on-premise installations with cloud subscriptions, useful for offline access and compliance needs (e.g., Microsoft 365). * **Direct SaaS:** Fully cloud-hosted applications accessed via browser or app without local installation (e.g., Miro). This model prioritizes ease of deployment and remote work support and is the primary focus of SaaS License Management. ## Managing Direct SaaS Applications Management approaches depend on integration needs, available APIs, and Single Sign-On (SSO) presence: * **Direct Integration:** Provides deep usage insights and automated license management for supported vendors, including license reclamation workflows when APIs allow programmatic user removal. * **SaaS License Connections:** Low-code approach to connect any SaaS app with a public API via ServiceNow Integration Hub and Workflow Studio, customizable but dependent on API capabilities for license reclamation. * **SSO Integration:** Connects through SSO providers like Okta or Microsoft Entra ID to analyze user login activity, generate reclamation candidates, and manage SaaS sprawl and cost control. Direct user assignment reclamation is supported; group-based removal requires caution due to potential cross-application impacts. ## Key Capabilities and Benefits * Visibility into user-to-application assignments and detailed usage metrics. * Automation of license reclamation and management workflows, reducing manual effort. * Flexibility to integrate with a broad range of SaaS applications and SSO providers. * Tools to analyze subscription usage, costs, and compliance via the SaaS Overview dashboard. * Support for managing multiple integration profiles and vendor-specific configurations. ## Getting Started and Configuration * Request the Software Asset Management - SaaS License Management plugin (snsamsaasint) to enable SaaS and SSO integration capabilities. * Set up integration profiles to connect with SaaS applications and SSO providers, allowing software usage visibility and license optimization. * Leverage the SaaS playbook for a phased, guided approach to integrating SaaS applications. * Manage subscription records by associating users, defining subscription exclusions, disconnecting unused SSO applications, and deleting integration profiles when applications are no longer in use. ## Practical Outcomes for ServiceNow Customers By implementing SaaS License Management, customers can expect improved control over SaaS and SSO subscriptions, enhanced cost management through reclaiming unused licenses, and streamlined license administration using automated workflows. This capability helps organizations reduce software spend, prevent SaaS sprawl, and maintain compliance with subscription usage policies across hybrid and direct SaaS environments. 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 {#sam-subscription-management__section_cbp_2qf_jhc} 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](https://www.servicenow.com/docs/WuREsO9rsGqUEiX3OeH_~Q "Integrate your Software Asset Management application with Adobe Cloud services to track your software subscriptions and to determine your license compliance.") * [Microsoft 365 integration](https://www.servicenow.com/docs/uS3VkFj2tkyZNaiLDoXeqg "Create an integration with Microsoft 365 to download subscription information that is compared with software installations for compliance.") {#sam-subscription-management__ul_u3v_xqf_jhc} * 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. {#sam-subscription-management__ul_grs_fqf_jhc} ## Managing Direct SaaS with the SaaS License Management application {#sam-subscription-management__section_z42_trf_jhc} 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](https://www.servicenow.com/docs/nKzvYL64ylsYLmHIwmr0yw "Create an integration profile to view software usage information and optimize stale licenses.") when you need deep usage insights and automated license management for supported vendors. * Use [SaaS License Connections](https://www.servicenow.com/docs/n_4eiJv6v6Ht_Yt1BY3MoA "Creating a custom integration helps you connect the Software Asset Management application with a SaaS application that doesn't have an existing integration in SaaS License Management.") when you want flexibility to connect any SaaS app with a public API and prefer a low-code setup. * Use [SSO Integration](https://www.servicenow.com/docs/IMOa3sVowp~p4HWumi~K~w "Integrate with a Single Sign-On (SSO) provider to view software usage for all connected SSO applications.") when you need visibility into apps connected through an SSO provider and want to address SaaS sprawl. {#sam-subscription-management__ul_zqf_zrf_jhc} For more information about installing SaaS License Management, see [Request SaaS License Management](https://www.servicenow.com/docs/ltQ10fYPUIpL7abgEH0~7A "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."). {#sam-subscription-management__table_mz1_csf_jhc__entry__4} | Option | Key features | Benefits | Reclamation support | |-|-|-|-| | [Direct Integration](https://www.servicenow.com/docs/nKzvYL64ylsYLmHIwmr0yw "Create an integration profile to view software usage information and optimize stale licenses.") | * 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 {#sam-subscription-management__ul_jjt_qsf_jhc} | * Provides detailed usage insights * Automates license management * Reduces manual effort {#sam-subscription-management__ul_b4w_1tf_jhc} | * 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. {#sam-subscription-management__ul_nft_nyp_fkc} | | [SaaS License Connections](https://www.servicenow.com/docs/n_4eiJv6v6Ht_Yt1BY3MoA "Creating a custom integration helps you connect the Software Asset Management application with a SaaS application that doesn't have an existing integration in SaaS License Management.") | * Connect to any SaaS application with a public API * Low-code framework using ServiceNow® via [Integration Hub](https://www.servicenow.com/docs/access?context=integrationhub&version=australia&pubname=australia-integrate-applications&ft:locale=en-US) and Workflow Studio {#sam-subscription-management__ul_w2w_5sf_jhc} | * Flexible for any SaaS application * Customizable workflows {#sam-subscription-management__ul_w1d_ctf_jhc} | Depends on the public API and custom workflow configuration. Build removal logic through Workflow Studio for supported applications. | | [SSO Integration](https://www.servicenow.com/docs/IMOa3sVowp~p4HWumi~K~w "Integrate with a Single Sign-On (SSO) provider to view software usage for all connected SSO applications.") | * 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 {#sam-subscription-management__ul_ahn_wsf_jhc} | * Helps tackle SaaS sprawl * Improves cost control * Simplifies user access management {#sam-subscription-management__ul_c3m_dtf_jhc} | * 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. {#sam-subscription-management__ul_fw1_kzp_fkc} | [Table 1. Approaches for managing SaaS applications] {#sam-subscription-management__table_mz1_csf_jhc} * **[Request SaaS License Management](https://www.servicenow.com/docs/ltQ10fYPUIpL7abgEH0~7A)** 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](https://www.servicenow.com/docs/hXXHTnTwtN~igtwCivDcLQ)** 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](https://www.servicenow.com/docs/rQYK9q89ZqI_8SZXG~M73w)** 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](https://www.servicenow.com/docs/nKzvYL64ylsYLmHIwmr0yw)** Create an integration profile to view software usage information and optimize stale licenses. * **[Integrate with SSO providers](https://www.servicenow.com/docs/IMOa3sVowp~p4HWumi~K~w)** Integrate with a Single Sign-On (SSO) provider to view software usage for all connected SSO applications. * **[Playbook for SaaS integrations](https://www.servicenow.com/docs/kpeL~E8j2QE~jO4czmYBzQ)** 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](https://www.servicenow.com/docs/XjbN44rlmH3deu3SqzXXnQ)** View a list of all subscriptions for your SaaS and Single Sign-On (SSO) applications. * **[Review a software reclamation rule](https://www.servicenow.com/docs/QjHAOC5kmvypyG1Pph5iIQ)** Use reclamation rules to cancel user subscriptions that have limited to no activity. * **[Reclaiming user subscriptions](https://www.servicenow.com/docs/FoBb3VL4c07IvuoOln4HFw)** You can reclaim unused SaaS and SSO subscriptions to reduce your total software costs. * **[Create a child alias to set up multiple integration profiles](https://www.servicenow.com/docs/o5L0ctEzWkFYzYxMhh78ew)** 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](https://www.servicenow.com/docs/tt8VAIcmoQIp8onpwzMD5Q)** Create a child alias to set up multiple Cisco Webex integration profiles. * **[Create a child alias to set up multiple Confluence Cloud integration profiles](https://www.servicenow.com/docs/RJVtJK15pXQMzjaX88SZ0w)** Create a child alias to set up multiple Confluence Cloud integration profiles. * **[Create a child alias to set up multiple Jira integration profiles](https://www.servicenow.com/docs/LoiOTo8e3~AKiviKTX0ieQ)** 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](https://www.servicenow.com/docs/nza~CLS_7vBH_HGm1w~qKg)** 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](https://www.servicenow.com/docs/G42VXqi1g8ApMT3h2AZfyg)** 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](https://www.servicenow.com/docs/bjxeB_JQH4enrxrfRrxd4Q)** If your company stops using a SaaS application or SSO provider, you can delete the integration profile. * **[Subscription identifiers for SaaS and SSO applications](https://www.servicenow.com/docs/TjmJaviqo0bl8SoGiwxIqA#subscription-identifiers)** 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](https://www.servicenow.com/docs/kwS~TWLEZdf67e7UjappHg#subscription-exclusions)** Define subscription exclusions for your SaaS and SSO applications to optimize your licensing costs by keeping the excluded subscriptions out of license cost calculations.