--- sourceDocument: Zurich IT Asset Management sourceDocumentLink: https://www.servicenow.com/docs/r/zurich/it-asset-management Release : - zurich ft:locale : - en-US ft:publication_title : - Zurich IT Asset Management ft:clusterId : - itam bundleId : - itam workflow : - Technology --- # SaaS License Management # SaaS License Management {#ariaid-title1} * Release version: Zurich * * Updated December 4, 2025 * * ![](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 helps organizations track and control cloud-based application subscriptions as part of Software Asset Management (SAM). It enhances ownership, visibility, agility, and accountability, enabling better cost control and efficient resource use. The focus is on managing Direct SaaS applications, which are fully cloud-hosted and accessed via web or apps without local installation. 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:** Entirely cloud-based applications accessed online (e.g., Miro), suitable for ease of deployment and remote teams. This is the primary focus of SaaS License Management. ## Managing Direct SaaS with SaaS License Management Management approaches vary by organizational needs, integration depth, API availability, and Single Sign-On (SSO) usage: * **Direct Integration:** Provides automated license reclamation, detailed usage insights, and reduces manual efforts for supported vendors. * **SaaS License Connections:** Enables low-code integration with any SaaS app having a public API, offering flexibility and customizable workflows via ServiceNow Integration Hub. * **SSO Integration:** Connects via SSO providers (e.g., Okta, Microsoft Entra ID) to identify overlapping software, rationalize applications, reduce SaaS sprawl, and improve cost control. ## Key Capabilities and Benefits * Track and optimize SaaS and SSO subscription usage and costs through dashboards and reports. * Automate reclamation of unused licenses to reduce software expenses. * Manage multiple integration profiles and configurations for different SaaS applications using child aliases. * Associate users with subscription records to maintain accurate license assignment. * Disconnect or delete integration profiles when applications are no longer in use. * Define subscription exclusions to optimize license cost calculations. ## Getting Started and Setup * Request the Software Asset Management - SaaS License Management plugin to enable integrations. * Set up SaaS License Management for your organization, especially large companies, to consolidate SaaS usage data in ServiceNow. * Use the SaaS playbook for guided integration steps from initiation through completion. * Create integration profiles and connect to SaaS applications and SSO providers to monitor subscription usage and optimize licensing. This solution empowers ServiceNow customers to streamline SaaS license tracking, improve compliance, reduce costs, and gain clear visibility into cloud application usage across their enterprise. 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 {#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/0Y_eThR3~vwISmjeuhCZFw "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/ZEGT21Eunwevn~wdOCXeWA "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 Single Sign-On (SSO) is in place. * Use [Direct Integration](https://www.servicenow.com/docs/n_jtiVIEUO4gk~txQ2iIsQ "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/U3cVqGybRHk_P9pu7Um5sw "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/8rENXoyIYqv3hMF6dNtsFQ "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/2VPNsKSGv4R503EL5y0Uew "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__3} | Option | Key features | Benefits | |-|-|-| | [Direct Integration](https://www.servicenow.com/docs/n_jtiVIEUO4gk~txQ2iIsQ "Create an integration profile to view software usage information and optimize stale licenses.") | * Base system or default direct integrations * Automated license reclamation {#sam-subscription-management__ul_jjt_qsf_jhc} | * Provides detailed usage insights * Automates license management * Reduces manual effort {#sam-subscription-management__ul_b4w_1tf_jhc} | | [SaaS License Connections](https://www.servicenow.com/docs/U3cVqGybRHk_P9pu7Um5sw "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=zurich&pubname=zurich-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} | | [SSO Integration](https://www.servicenow.com/docs/8rENXoyIYqv3hMF6dNtsFQ "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. * 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} | [Table 1. Approaches to manage your SaaS applications] {#sam-subscription-management__table_mz1_csf_jhc} * **[Request SaaS License Management](https://www.servicenow.com/docs/2VPNsKSGv4R503EL5y0Uew)** 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/O0Y1iCl_k_I2QGitihZUWA)** 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/iuy18ziErONPTT50s2IZSA)** 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/n_jtiVIEUO4gk~txQ2iIsQ)** Create an integration profile to view software usage information and optimize stale licenses. * **[Integrate with SSO providers](https://www.servicenow.com/docs/8rENXoyIYqv3hMF6dNtsFQ)** 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/Sz~fKK~~bGQ4mwPZLU7lmQ)** 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/Zff7VXz64V0ZHykWhQsgSg)** 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/hXAjfp3sn3x4hFFvqm~3Iw)** Use reclamation rules to cancel user subscriptions that have limited to no activity. * **[Reclaiming user subscriptions](https://www.servicenow.com/docs/S370n3Q7CCiDSc4yBKjO6g)** 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/B3d2wfmwRbcdy~H9gCDy3A)** 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/rW4MUbb_ihnl4uUaQ46Q0A)** 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/qkc24dMXVUFiS3rRaInnrw)** 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/GdEscFQ0sev8ezRXoL454w)** 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/id5~8C_ODik1JG1BXBPK1Q)** 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/2x698iq0kPSMPXtopZECFg)** 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/If3hfSd2MVy4Tf5eB6cHuw)** 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/3MLuY0hXy0x1iGEk9Gftfg#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/bVJrkophBDLo8JMEiGX_Bw#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.