Manual tracking lets you manage a SaaS that Factorial IT cannot connect to. Use it when the tool has no integration in the catalogue, or when you prefer Factorial IT not to push changes into it.
Feature/Functionality
Overview
With a manually tracked SaaS, Factorial IT still keeps the list of accounts, but it never changes the tool itself. Each time an account has to be created, updated or removed, Factorial IT raises a task for the SaaS owner. The owner makes the change inside the tool and then closes the task.
How to use
- Go to SaaS > Directory and click Add a SaaS.
- Choose Track manually.
If SaaS provisioning is not part of your plan, you see an upgrade prompt at this point.
- In Create a new SaaS, fill in:
- SaaS name
- Owner: the employee who looks after the tool. Tasks, notifications and approval requests go to them.
- Logo: upload an image, or click Fetch automatically.
- Confirm. The SaaS opens on its Settings tab, with Manual Management via Tickets switched on.
Import existing accounts
- Open the Settings tab of the SaaS.
- In the Manual Management via Tickets card, click Import identities.
- ONE opens with an import request ready for this SaaS. Follow its instructions to load the accounts that already exist, for instance from an export of the tool's admin console.
How accounts are managed
Every account change turns into a task for the owner:
| When | What Factorial IT creates |
|---|---|
| Onboarding | A Provision [app name] task on the onboarding ticket, assigned to the owner. The SaaS is added when a provisioning rule targets the new hire, or when you select it on the onboarding. |
| Request from an employee profile | A ticket assigned to the owner, for example Create account for Jane Doe on Notion, with one task per SaaS. See Manage your SaaS. |
| Offboarding | A Remove account for [first name] on [app name] task on the offboarding ticket. |
Stop managing through tasks
Click Disable in the Manual Management via Tickets card. From then on, no tasks are raised for this SaaS.
Track costs
Add the contract details in the Settings tab to follow what the tool costs. See Cost management.
Tips and Best Practices
- Pick an owner who can act in the tool. They are the one who creates and removes accounts by hand.
- Import existing accounts straight away. Until you do, Factorial IT does not know who already has access.
- Use an export from the tool's admin console for the import. It is the quickest source of the current accounts.
- Add a provisioning rule. With a rule, onboardings pick up the SaaS automatically and raise the task for the owner.
Troubleshooting and FAQ
Troubleshooting
- You see an upgrade prompt instead of Track manually. Your plan does not include SaaS provisioning.
- A new hire did not get a Provision task for the SaaS. The SaaS is only added to an onboarding when a rule targets the new hire or when you select it on the onboarding. Check the rule, or add the SaaS to the onboarding yourself.
- The account list is empty. Import the existing accounts from the Manual Management via Tickets card.
FAQ
-
Does Factorial IT change anything in a manually tracked SaaS?
No. It raises a task, and the owner makes the change in the tool.
-
Can I switch off task creation for a SaaS?
Yes. Click Disable in the Manual Management via Tickets card.
-
Can I track costs for a manually tracked SaaS?
Yes. Enter the contract details in the Settings tab.