Publisher optimizations for Microsoft

  • Release version: Zurich
  • Updated July 31, 2025
  • 3 minutes to read
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    Summary of Publisher optimizations for Microsoft

    This feature in ServiceNow enables customers to view and manage licensing optimizations specifically for Microsoft products, including Microsoft 365 subscriptions and on-premises Microsoft licenses. It requires activation of the Software Asset Management Professional for Microsoft plugin and installation of the Software Asset Management - SaaS License Management application for full functionality related to Microsoft 365.

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    Key Features

    • Microsoft 365 Subscription Details: Displays active, inactive, and unassigned Microsoft 365 subscriptions grouped by software models. Users can drill down into subscription statuses based on activity within the last 90 days.
    • Subscription Assignment Details: Shows assigned Microsoft 365 subscriptions over the past six months with detailed user and product information.
    • Potential Savings by Type: Identifies monthly potential savings through recommended actions such as downgrading licenses, consolidating overlapping licenses, or reclaiming low usage subscriptions. Detailed candidate reports assist in decision-making.
    • Optimization Recommendations: Provides actionable insights to downgrade, reclaim, or consolidate Microsoft 365 licenses based on usage and overlap, with detailed candidate lists for each optimization type.
    • On-Premises License Optimization: Offers cost-saving recommendations for per core and per core with CAL licenses for Microsoft SQL Server, BizTalk Server, Windows Server, Core Infrastructure Server, and System Center deployed on physical hosts and clusters.
    • Realized Savings Reports: Tracks and reports actual cost savings achieved from implementing recommended licensing optimizations on-premises.

    Practical Benefits for ServiceNow Customers

    • Gain visibility into Microsoft 365 subscription usage and assignment to optimize license allocation and reduce waste.
    • Identify and act on potential savings by reclaiming underused or overlapping licenses, or by downgrading to more cost-effective options.
    • Optimize on-premises Microsoft license usage with tailored recommendations that help reduce licensing costs on physical infrastructure.
    • Track progress and financial impact through detailed reports on savings realized from licensing optimization initiatives.
    • Leverage integrated tools and reports within ServiceNow for streamlined software asset management of Microsoft products.

    Requirements and Related Resources

    To utilize these optimizations, customers must activate the Software Asset Management Professional for Microsoft plugin and install the Software Asset Management - SaaS License Management application. Additional concepts such as software usage activity evaluation and reclamation rules for Microsoft 365 support effective license management.

    View licensing optimizations for Microsoft by selecting Microsoft from the Publisher drop-down list.

    Important:
    To view the recommended licensing optimizations for Microsoft, you must activate the Software Asset Management Professional for Microsoft plugin (com.snc.samp.microsoft) on your ServiceNow® instance. To view the recommended licensing optimizations for your Microsoft 365 subscriptions, you must also request and install the Software Asset Management - SaaS License Management application from the ServiceNow Store.
    Report Source Description
    Microsoft 365 subscription details
    Note:
    This report appears only if you request and install the Software Asset Management - SaaS License Management application.
    • Active and inactive subscriptions: Software Subscriptions [samp_sw_subscription]
    • Unassigned subscriptions: Purchased Subscription Details [samp_purchased_subscription_details]

    Number of active, inactive, and unassigned user subscription details for Microsoft 365 products, which are grouped by software models.

    Select a data point to view more details about the user subscriptions for a software model.
    • Select the Active subscriptions bar to view the active user subscriptions, where the last activity date is equal to or less than 90 days.
    • Select the Inactive subscriptions bar to view the inactive subscriptions, where the last activity date is empty or was before 90 days.
    • Select the Unassigned subscriptions bar to view the number of available rights or user subscriptions that are unassigned.
    Microsoft 365 subscription assignment details Software Subscriptions [samp_sw_subscription] Number of assigned Microsoft 365 subscriptions. This report displays assigned subscriptions for the last six months.

    Select a data point to view the details of the assigned subscription such as Publisher, Product, User, User principal name, Software model, and Subscription profile.
    Microsoft 365 potential savings by type
    Note:
    This report appears only if you request and install the Software Asset Management - SaaS License Management application.
    		 Removal Candidate

    [samp_sw_reclamation_candidate]

    Potential monthly savings for your Microsoft 365 licenses that are based on recommended downgrade, overlapping, consolidate, and low usage candidates. This report displays potential savings for the last six months.

    Select any bar to view more details about the recommended downgrade or dual license candidates for a given month.
    • Select the Low Usage bar to view the list of Microsoft 365 low usage reclamation candidates. Select a candidate to view the details, software installations, subscriptions to reclaim, and subscriptions to assign.
    • Select the Downgrade bar to view the list of candidates that can be downgraded to a previous version of Microsoft 365 and Office 365. Select a candidate to view the details, software installations, subscriptions to reclaim, and subscriptions to assign.
    • Select the Overlapping bar to view the list of Microsoft 365 overlapping reclamation candidates. Select a candidate to view the details, subscriptions to reclaim, and subscriptions to assign.
    • Select the Consolidate bar to view the list of Microsoft 365 consolidate subscriptions reclamation candidates. Select a candidate to view the details, subscriptions to reclaim, and subscriptions to assign.
    Microsoft 365 optimization recommendations
    Note:
    This report appears only if you request and install the Software Asset Management - SaaS License Management application.
    		 Removal Candidate

    [samp_sw_reclamation_candidate]

    Number of licenses per month that can be downgraded or reclaimed based on recommended downgrade, overlapping, consolidate, and low usage candidates. This report displays data for the last six months.

    • Select the Low Usage bar to view the list of Microsoft 365 candidates that can be reclaimed based on low usage.
    • Downgrade: Select the Downgrade bar to view the list of Microsoft 365 and Office 365 candidates that can be downgraded. Select a candidate from the list to downgrade the associated license.
    • Overlapping: Select the Overlapping bar to view the list of Microsoft 365 overlapping reclamation candidates. Select a candidate from the list to reclaim the associated license.
    • Consolidate: Select the Consolidate bar to view the list of consolidated Microsoft 365 optimization candidates. Select a candidate from the list to reclaim the associated license.
    On-Premises potential savings by optimizing licenses Potential Savings by Optimizing Licenses

    [samp_license_optimization_summary]

    		 Potential cost savings for licenses on your physical hosts and clusters based on recommended licensing optimizations.
    Note:
    This report is available only for the following Microsoft license types:
    • Per core licenses for Microsoft SQL Server and Microsoft BizTalk Server
    • Per core (with CAL) licenses for Microsoft Windows Server, Microsoft Core Infrastructure Server, and Microsoft System Center
    Select the report to view details about the recommended licensing optimizations and associated cost savings for each host or cluster. Licensing optimizations include the recommended license, recommended rights, and recommended spending.
    On-Premise optimization realized savings Microsoft Core License Optimization Reports

    [samp_ms_optimization_report]

    		 Cost savings that you have achieved for licenses on your physical hosts and clusters based on recommended licensing optimizations.
    Note:
    This report is available only for the following Microsoft license types:
    • Per core licenses for Microsoft SQL Server and Microsoft BizTalk Server
    • Per core (with CAL) licenses for Microsoft Windows Server, Microsoft Core Infrastructure Server, and Microsoft System Center
    Select the report to view details about the cost savings that you have achieved for each host or cluster.