License Optimization

Modified on Mon, 10 Jun 2024 at 11:20 AM

Josys License Optimization feature enables enterprises to reduce SaaS expenditure by providing valuable insights into License Usage and Optimization opportunities. Managing software licenses efficiently is paramount for businesses. Unutilized licenses can lead to wasted expenditure, while license shortages can hinder employee productivity. Josys offers a centralized solution for IT Admins to proactively track and manage application licenses. This helps in making informed decisions to optimize license usage and ensure cost-effectiveness.

After the IT Admin integrates the supported applications, the license details for those applications are automatically retrieved and populated in Josys via. the License API. All such apps are displayed in Josys's Managed Apps, as shown in the below image.

This integration enables IT Admins to monitor license consumption and take proactive measures to prevent unnecessary usage of licenses.

Currently, IT Admin can optimize the license for the following five applications:

1. Google Workspace

2. Microsoft

3. Github

4. Salesforce

5. Dropbox

6. Slack

7. Smartsheet 

8. Box 

9. Zeplin

10. Duo

11. OneLogin

12. Miro Enterprise

Note: If any of the above mentioned apps are previously integrated, then the IT Admin will need to reintegrate the app to automatically populate the license details.

Accessing License Optimization

Step 1: Select License Optimization in Apps.

The License Optimization page opens.

This License Optimization shows the following details for each app:

  • App Name: This indicates the name of the application that has been integrated with Josys.
  • Plan Name: The name of the licensing plan associated with the application.
  • Total Licenses: The total number of licenses purchased or acquired for the application.
  • Assigned Licenses: The number of licenses currently allocated or assigned to users within the organization.
  • Unassigned Licenses: The remaining licenses are available for assignment or allocation to users.
  • Underutilized Accounts Licenses: This represents the estimated count of underutilized licenses based on usage data over a specified timeframe. For example, you can view the details for
    • users who have not logged in to platforms like Microsoft, Google Workspace, or Salesforce in the last 30 days.
    • users have not utilized tools such as Zoom or GitHub in the last 30 days.
  • Shadow Account Licenses: Total number of licenses that the Shadow accounts are using, indicating unauthorized or unregistered usage within the organization.
  • Offboard Initiated Account Licenses: The number of licenses currently assigned to users who have been marked for offboarding within the system.

The following image shows a snapshot of the details described above.

Step 2: To access a filtered list of user accounts categorized under Assigned Licenses, Underutilized Account Licenses, or Shadow Account Licenses, simply click on the count displayed in the respective column for the desired application.

For instance, to view the user account details associated with Assigned Licenses for the Google Workspace app, click on the count displayed, "40". This action will generate a filtered list showing the relevant user accounts for the specified licensing category.

The following details will help you in understanding the app usage and licensing:

  • App Usage Status: This section provides insights into the status of app usage, which can be categorized as follows:
    • In Use: Indicates that the app has been actively accessed or utilized by the user, with recorded activity within the past 30 days.
    • Underutilized: Denotes that the app has not been actively utilized within the past 30 days, suggesting that the user may not require the allocated license. In such cases, IT Admins may consider revoking or modifying the license accordingly. It is important to note that the specific criteria for defining "underutilized" may vary depending on the application.
  • License: This field displays the name of the license assigned to the user for the respective application.

After you have assessed the licensing information, you can modify the license for that particular application. 

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