The SaaS directory is the single list of every SaaS tool your company uses. Use it to check who holds an account, choose who owns each tool, and ask for accounts to be added, changed or removed.
Feature/Functionality
Overview
Go to SaaS > Directory to see all your SaaS in one place. The list brings together three sources:
- SaaS linked through an integration
- SaaS you track by hand (see Track a SaaS manually)
- SaaS picked up by SaaS discovery
Click any SaaS to open its page and work with its accounts.
How to use
- Go to SaaS > Directory.
- Click the SaaS you want to work on.
- Move between the tabs to review accounts, entitlements, tickets, tasks, logs and settings.
- To choose an owner or request account changes, follow the sections below.
Tabs on a SaaS page
| Tab | What it shows |
|---|---|
| Identities | Every account in the SaaS, the employee it belongs to, and the account's issues against the provisioning rule. See Set up provisioning rules |
| Entitlements | The roles, groups, licences and organisational units available in the SaaS |
| Tickets | Tickets about the SaaS, such as account requests |
| Tasks | Account tasks waiting for the SaaS owner |
| Logs | Sync activity. Shown only for SaaS connected through an API |
| Settings | Owner, provisioning, SSO, provisioning rule and contract details. Shown only with the Manage SaaS permission |
Assign an owner
Each SaaS has one owner: the employee in charge of it, normally someone who already has admin rights inside the tool. Tasks, notifications and approval requests for that SaaS all go to the owner.
- Open the SaaS from SaaS > Directory.
- Go to the Settings tab.
- Pick the owner.
Request account changes
Only administrators can ask for an account to be created, changed or removed. There are three places to do it:
- During onboarding or offboarding: the Provision SaaS accounts step of an onboarding, or the deprovisioning step of an offboarding.
- From an employee's profile: open Actions > SaaS > Add to SaaS.
- From an identity inside the SaaS: click Edit permissions or Deprovision.
What happens next depends on how the SaaS is managed:
- Connected SaaS: Factorial IT applies the change in the tool for you.
- Manually tracked SaaS: Factorial IT raises a task for the owner. The owner makes the change in the tool and then marks the task as done.
How tasks are grouped
When one employee needs changes in several SaaS at once, Factorial IT gathers the tasks into a single ticket:
- One SaaS: the ticket has a title such as Create account for Jane Doe on Slack.
- Several SaaS: the ticket has a title such as Create accounts for Jane Doe and holds one task per SaaS.
Each task is called Create account on [app], Update account on [app] or Delete account on [app]. A task goes to the owner of its SaaS. If every SaaS in the ticket has the same owner, the ticket itself is assigned to that person too.
Tips and Best Practices
- Give every SaaS an owner. Without one, nobody receives the tasks, notifications or approval requests for that tool.
- Choose an owner who has admin rights in the tool. For a manually tracked SaaS, the owner is the person who makes the change by hand.
- Use the Tasks tab to spot work that is stuck. It shows the account tasks still waiting for the owner.
- Check the Identities tab for issues. It shows which accounts do not match the provisioning rule of the SaaS.
Troubleshooting and FAQ
Troubleshooting
- You cannot see the Settings tab. It only appears if you have the Manage SaaS permission.
- The Logs tab is missing. Logs only show for SaaS connected through an API. Manually tracked SaaS do not have one.
- An account change was not applied in the tool. If the SaaS is tracked manually, Factorial IT does not touch the tool. Check the Tasks tab: the owner has to make the change and complete the task.
- You cannot request account changes. Only administrators can request them.
FAQ
-
Who receives the tasks for a SaaS?
Its owner. You set the owner in the Settings tab of the SaaS.
-
Why did an employee's changes arrive as one ticket with several tasks?
Changes for the same employee across several SaaS are grouped into one ticket, with one task per SaaS.
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Which SaaS show up in the directory?
Connected SaaS, manually tracked SaaS and SaaS found by SaaS discovery.