The SaaS & Software Management template helps you manage purchases / purchase requests, renewals, and monthly/annual payments for all of your SaaS products.
- 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 SaaS & Software Management 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. Only users that you assign to the ‘Approving Manager‘ security role have the ability to approve or reject a request. The user you put in this field 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 opening the form (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.
Additional Security Roles
- 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 SaaS & Software Management 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, 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. Then, the record owner (the requester) will get an email with the decision and comments.
After approving a request, the requester may place the software in service, which changes the stage to ‘In Service‘ and moves it to the ‘Inactive Software‘ view as a ‘Draft‘ SaaS Record. Locate this new record and add the additional information to it. 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.
You can also add software directly, without going through the approval process, using the ‘New SaaS‘ form.
App Design Details
- Software Category records are created and edited by the App Admin role, but are visible to all.
- SaaS records are the primary records for the application. App Admins, Approving Managers, and Editors can create and edit them.
SaaS Request Workflow
- Workflow stages:
- Requested – After submitting a request it enters the Requested stage. The assigned Manager / Approver on the request will then get an email. The Manager / Approver then decides to either Approve or Reject the request, and add any comments regarding their decision.
- Approved – After approving a SaaS request, the requester will receive an email notifying them of the approval. They can then 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 ‘Draft‘ record in the ‘Inactive Software‘ view. Here they can fill out the additional information and submit the SaaS record to create an Active Software.
- In Service – As mentioned above, this stage is for purchased software requests. Editors, Approving Managers, and App Admins can access these records in the ‘All Closed Requests‘ view. They may select ‘Generate Record‘ to re-generate a SaaS record with the request information added automatically.
- Rejected – After rejecting a request, the requester will receive an email notifying them, and they will be able to see any comments added. It is then visible in the ‘All Closed Requests‘ view.
- SaaS record workflow stages:
- Draft – These are incomplete record. After placing a request in service, the new record begins as a ‘Draft‘ in the ‘Inactive Software‘ view.
- Active – These are software and SaaS subscriptions that are currently active.
- Inactive – By selecting ‘Set Inactive‘ on a record, you may fill out some information on the cancellation. The record will then move 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 submit to change the stage back to ‘Active‘.
Updating the App
The SaaS & Software Management 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. Also, if you have any questions don’t hesitate to reach out to our support team.