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Managing DocuSign Licenses with New License Information and Reclamation API Endpoints

dwampach1
Level 7 Flexeran
Level 7 Flexeran
0 0 232

Your organization’s DocuSign plan can have multiple users in a single account based on the subscribed plan and pricing. Integrating Flexera’s SaaS Management with your organization’s DocuSign instance allows you to store your DocuSign plan name and selected licenses, so you can understand your DocuSign license spend more accurately. You can also now reclaim underutilized DocuSign licenses to optimize license usage.

DocuSign License Types

SaaS Management integrates with the following DocuSign plans:

  • eSignature Plans and Pricing
    • Personal
    • Standard
    • Business Pro
  • Developer Plans and Pricing
  • Real Estate Plans and Pricing

Auto-Populated DocuSign License Information

The SaaS Management integration with DocuSign offers a License Information integration task that automatically retrieves every 24 hours the name of the DocuSign plan, license type, and total allowed number of licenses. This auto- populated DocuSign license information provides a more complete view of your DocuSign SaaS entitlements and component usage by displaying:

  • Assigned entitlements
  • User’s license activity (based on the user’s last login).

Important • If you enable the License Information integration task, note the following:

  • If you have manually managed DocuSign application licenses data in SaaS Management prior to enabling the License Information Integration task, then the managed application's license information you previously entered in the License Tab. will be overwritten with the data ingested from DocuSign.
  • You need to enter and keep up to date the following License Tab information. The License Information integration task does not pull in this information. The SaaS application’s annual spend calculation relies on entered and accurate license effective and ending dates.
    • Amount
    • Currency
    • Payment Frequency
    • Effective Date
    • Ending Date
  • When the License Information integration task first discovers an active subscription, it defaults the effective date to its discovery date and displays an empty end date. As a result, the license term is effective and will not expire.
  • When the License Information integration task is disabled, the managed application's license information reverts to what it was prior to the License Information integration task being enabled. As a result, your previously manually entered license information appears in the Licenses Tab.
  • When the License Information integration task is re-enabled, the last automatic-captured license data that was available before disabling the License Information integration task appears in the Licenses Tab.

To auto-populate DocuSign license information using the SaaS Management user interface, refer to the DocuSign integration instructions.

Managing Available DocuSign Licenses

Once the License Information integration task for Auto-Populated DocuSign License Information is enabled, you can add or remove the DocuSign product licenses you wish to manage within SaaS Management. For details, refer to the DocuSign integration instructions.

What happens when a DocuSign license is filtered out?

  • No license entry appears on the DocuSign Licenses tab, even when the Show Inactive switch is disabled.
  • Filtered out licenses are not included in annual spend calculations.
  • Filtered out licenses do not appear on the All SaaS Licenses page.
  • Filtered out licenses do not appear on the SaaS License Usage page when the Show License Details switch is enabled.
  • Users who are only entitled to licenses that have been filtered out do not appear in the DocuSign Users tab.
  • Activity from users who are only entitled to licenses that have been filtered out does not appear in the DocuSign Activity tab.
  • Since users in this filtered state are not listed in the DocuSign Users tab, they also would not be flagged as reclamation opportunities.
  • Users in the filtered state would not count toward active/inactive/never/total usage counts from SaaS metrics.
  • The HR roster user entry would not show the user listed in the applications list if they have been filtered out.
  • A user in the filtered state would not be marked as suspicious, even if their HR roster entry were deactivated and they were still generating DocuSign usage. The user in the filtered state has been effectively removed from the Application Roster and the DocuSign Activity tab. Therefore, the user does not appear on the Suspicious SaaS Activities page.
  • If a user is not assigned any licenses, the user is filtered out of the DocuSign Users tab.

Reclaiming DocuSign User Licenses

SaaS Management’s new Reclamation API endpoint allows Software Asset Managers to reclaim underutilized DocuSign licenses to optimize license usage. To reclaim DocuSign licenses using the SaaS Management user interface, refer to the DocuSign integration instructions.

API Endpoints

Application Roster and Application Access

License Information

https://<<base_url>>/restapi/v2/accounts/<<account_Id>>/billing_plan 

Reclamation

https://<<base_url>>/restapi/v2/accounts/<<account_Id>>/users

Application Task Tracking

The following columns in the Application Task Tracking chart were updated to include DocuSign:

  • License Differentiation
  • License Information
  • Reclamation

Additional Resources

More information on new features and enhancements can be found in What's New in Flexera One.