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SaaS & Software Management Template

This app was designed to help you manage your SaaS and software purchases, renewals, and monthly/annual payments.

App Features

  • Request and approve software purchases.
  • Manage and track the billing and status of SaaS and software purchases.
  • Keep track of any additional software license purchases.
  • View upcoming renewal and expiration dates in a calendar view.

Setting Up the App

To get the app ready for use in your organization you should consider the following:

  • The ‘SaaS‘ form uses a category lookup field, which references another form in the application. The app comes with several basic categories already created, but you may want to add or remove categories depending on your needs. To do so, launch the app and navigate to the ‘Software Categories‘ section on the left-side navigator and select the ‘Categories‘ view. In this view you can edit category names directly by clicking on the record in the view (this is because ‘Edit Cells In Table’ is turned on). You may add new records by selecting the ‘+ Add New Record‘ button on the bottom of the list of records. To delete a category, select the check box next to the record and click ‘Delete‘ on the top bar.
  • An important part of the ‘SaaS Request‘ process is having someone in charge of approving software. On the form there is a Directory Lookup field (titled “Manager / Approver Name”) with all users on your platform. The person selected here will have to be assigned to the ‘Approving Manager‘ security role in order to have the ability to approve or reject a request. They will also be the recipient of the automatic emails regarding this request. To learn how to assign a user to a role, click here. Or, view the template’s ‘About the App‘ page by launching the application and navigating to it on the top of the left-side navigator. You may also wish to have the directory lookup field default to a specific person when the form is opened (e.g., if the approving manager is always the same person). To do this, simply open the form editor for the ‘SaaS Request‘ form, then open the Directory Lookup field properties, select Default Value, and select ‘Search User‘. Then, begin typing in a name in the search bar and select the user.
  • The other security roles are Reader, Editor, and App Admin:
    • Reader can only view records–they cannot create or edit records, or submit requests.
    • Editor is for general users of the application. They can create and edit software records, and submit requests.
    • App Admin has access to the entire application at all times. They can edit all records and fields at any workflow stage, at any time. They can also approve or reject requests.

Using the App

When someone in your company needs new SaaS or Software, they can submit a request using the ‘SaaS Request‘ form, where the request must go through an approval process.

After submitting a request, whoever was chosen as the approving manager will get an email regarding the new request and they will decide to either approve or reject it, and then add comments on their decision. After it has been accepted or rejected, the record owner (the requester) will get an email with the decision and comments.

If a request is approved, the requester may then place the software in service, which will change the stage to ‘In Service‘ and it will be moved to the ‘Inactive Software‘ view as a ‘Draft‘. Any additional information can then be added. At any time, a user may go to the ‘All Closed Requests‘ view, locate and view an ‘In Service‘ record, and select the ‘Generate Record‘ action button to generate another record with the information added.

Software can also be added directly, without going through the approval process, using the ‘New SaaS‘ form.

App Design Details

  • Software Category records can only be created and edited by the App Admin role, but are visible to all.
  • SaaS records are the primary records for the application. They can be created and edited by App Admins, Approving Managers, and Editors.
  • SaaS Request record workflow stages:
    • Requested – After a request has been submitted, it will enter the Requested stage. An email will be sent to the Manager / Approver designated on the request. The Manager / Approver will then decide to either Approve or Reject the request, and add any comments regarding their decision.
    • Approved – After a SaaS request is approved, the requester will receive an email notifying them of the approval. They will be able to see the comments added (if any), and when they have purchased the software they can select the Place In Service action button to change the stage to In Service. This will generate a record with the requested information added (software name, category, details, etc.). They may locate the new record in the ‘Inactive Software‘ view, then fill out the additional information and submit the SaaS record to create an Active Software. The In Service request record can be found in the ‘All Closed Requests‘ view, and after selecting the record, a new action button titled ‘Generate Record‘ will be available. This button will simply create a SaaS record with the request’s information added again (same as before).
    • In Service – As mentioned above, this stage is used to designate which software requests have been purchased and placed in service. Editors, Approving Managers, and App Admins can access these records and select ‘Generate Record‘ to generate a new SaaS record with the request information added automatically.
    • Rejected – After a request is rejected, the requester will receive an email notifying them, and they will be able to see any comments added. Once a request is rejected it will be visible in the ‘All Closed Requests‘ view, and no more actions can be taken on it.
  • SaaS record workflow stages:
    • Draft – These are records that have not been completed and / or submitted. This is also the stage that a record will begin as after a request is placed in service.
    • Active – These are software and SaaS subscriptions that are currently active.
    • Inactive – By selecting ‘Set Inactive‘ on a record, you will be prompted to fill out some information on the cancellation (cancellation request date and effective date). The record will then be moved to the ‘Inactive Software‘ view. Selecting an inactive software will allow you to reactivate it by selecting the ‘Reactivate‘ action button. You will be able to edit any information on the record, and then submit it to change the stage back to ‘Active‘.

Updating the App

The template is fully functional on its own. However, you may wish to customize it to better fit your needs. The support pages are a great place to learn, and if you have any questions or need some help customizing the app, don’t hesitate to reach out to our support team.

Updated on March 30, 2021

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