Skip to main content

Manage SaaS subscriptions

Learn how to manage your SaaS subscriptions in SaaS.

To manage SaaS subscriptions, you require the Snow Atlas Administrator role.

View subscriptions​

  1. On the SaaS menu, select Subscriptions.

  2. On the Subscriptions page, select the name of a subscription to view it.

For more information, see Subscriptions.

Add subscriptions manually​

You can add subscriptions manually if you have subscriptions that cannot be discovered through discovery sources.

For field descriptions, see Edit subscription: Reference.

  1. On the Subscriptions page, select Add subscription.

    tip

    You can also add subscriptions from the Subscriptions tab on an individual application page.

  2. Enter Vendor and Application.

    If you enter an application that is not yet discovered in your SaaS estate, it is added to the system as a manually added application. For more information, see Add applications manually.

    note

    In the Applications field, you can also find your custom-defined applications, provided you added them through the Private Application Catalogue feature in Snow Atlas settings. For more information, see Manage applications in Private Application Catalogue.

  3. Enter the details.

    Subscription name, Metric, Activity threshold, Billing period, Quantity, and Start date are required fields. If you enter a Cost per unit, the fields Purchase date and Subscription currency are also required. Subscription currency can only be selected if a Purchase date is selected.

    Quantity is by default set to the discovered quantity. Select Custom quantity to set your own value.

  4. Select Add.

Edit subscriptions​

You can edit subscriptions that have been added manually or through discovery sources.

Use this procedure to add cost, duration, and quantity data to discovered subscriptions. Use this procedure to exclude a paid subscription from total calculations of usage and cost metrics.

For field descriptions, see Edit subscription: Reference.

  1. On the Subscriptions page, select the checkbox for the subscription that you want to edit.

  2. On the Actions menu, select Edit.

  3. Edit the applicable information.

    Subscription name, Metric, Billing period, Quantity, and Start date are required fields. If you enter a Cost per unit, the fields Purchase date and Subscription currency are also required. Subscription currency can only be selected if a Purchase date is selected.

    Vendor and Application cannot be changed. Subscription name and Free cannot be changed if the subscription is added through a discovery source.

    Quantity is by default set to the discovered quantity. Select Custom quantity to set your own value.

  4. Select Save.

tip

You can also edit a subscription from the Details tab on the individual subscription page.

Delete subscriptions​

You can delete subscriptions that were manually added.

  1. On the Subscriptions page, select the checkboxes for the subscriptions that you want to delete.

  2. On the Actions menu, select Delete.

  3. In Delete selected subscriptions, select Delete.

Add users​

You can add users to manually added subscriptions to reflect the situation in your organization. Connecting users to subscriptions is necessary for accurate usage and optimization metrics.

  1. Go to the subscription to which you want to add users.

  2. On the Insights tab, select Add users.

    A list of users that you can add to the subscription appears. By default, the list only shows users connected to the application that is offered by the selected subscription. To view all users in your organization, turn on the Show all organization users toggle.

  3. Select the checkboxes for the users that you want to add to the subscription.

tip

You can use the Select all checkbox in the top row of the table to add multiple users to the subscription. Users will be selected in bulk based on the table filtering you have applied. All users will be unselected if you apply additional filtering to the table after choosing Select all.

  1. Select Add.

    The users are added to the list on the Insights tab.

Remove users​

You can remove users that were manually added to a subscription.

  1. Go to the subscription from which you want to remove users.

  2. On the Insights tab, select the checkboxes for the users that you want to remove from the subscription.

  3. On the Actions menu, select Remove.

  4. Select Remove.

    The users are removed from the list on the Insights tab.

View unmanaged subscriptions​

You can view subscriptions that have been discovered by the Coupa connector but cannot be automatically added to your Flexera One SaaS Management on Snow Atlas system.

  1. On the Unmanaged assets page, select the Subscriptions tab.
note

The full Unmanaged assets feature is currently under development and will be made available to you in an upcoming release.

Manage custom information​

You can use Custom fields to store information or data that is not defined in the user interface by default. The custom information you add to subscriptions is displayed on the Subscriptions page, and can also be viewed on the Custom information tab for individual subscriptions.

Before you can assign custom information to subscriptions, you must first add custom fields in Settings > General settings > Custom fields. Select License/Subscription as the Category when configuring the custom field. For more information, see Custom fields and Add custom fields.

Once you have created custom fields in Settings, you can manage custom field values for subscriptions in SaaS:

  1. In SaaS, on the Subscriptions page, select a subscription.

  2. On the Custom information tab, select Manage custom fields.

    In Manage custom fields, the Selected tab shows the custom fields that are required and selected for the subscription, and the Available tab shows the custom fields that are available for the subscription.

  3. On the Available tab, use Select and Remove for the custom fields that you want to add to or remove from this subscription.

  4. Select Add values to selected fields, or select the Selected tab.

  5. On the Selected tab, add values to the selected custom fields, edit the values, or select Remove to remove a custom field. Some custom fields can have a default value.

  6. Select Save.