Salesforce Overview Tab

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When your organization has multiple Salesforce instances integrated with Flexera One, a grouping row appears with all Salesforce data aggregated in the Managed SaaS Applications screen. After clicking the Salesforce grouping row link, the Salesforce Overview screen appears. This screen allows you to view entitled, consumed, available, and active/inactive/never active user counts for each aggregated license type for all Salesforce Organizations within one location in Flexera One. From the Salesforce Overview screen, you can drill down to a particular Salesforce instance to view user activity and view user permission set licenses, feature set licenses, and user licenses.

Salesforce Overview Data Updates

Some examples that would cause the data in this page to update in 1 hour include, but are not limited to, the following:

  • Changing a license definition
  • Adding or removing users in a HR Roster
  • Receiving users’ last login

Salesforce Overview Features

The table below explains the Salesforce Overview features.

Feature

Description

Est. Annual Spend

The total cost across all Salesforce instances is listed in bold font. 

Salesforce Instance Link to Overview Tab

When you click the link in this tile, a slideout appears that lists the annual spend for all available instances. Clicking the instance name takes you to the instance’s Overview Tab in the Application Details screen. 

Active User Percentage

The active user percentage across all Salesforce instances is listed in bold font.

Rolled up active user percentage = total active users from all instances / total assigned users from all instances

The total active user count is calculated based on the activity threshold set for each Salesforce instance. For details, refer to Setting Activity Thresholds. The sum of all the instances’ active user percentages is divided by the total number of instances to get the rolled up Active User Percentage.

Salesforce Instance Link to Overview Tab

When you click the link in this tile, a slideout appears that lists the active user percentage for all available instances. Clicking the instance name takes you to the instance’s Overview Tab in the Application Details screen.

Salesforce Instance Link to Users Tab 

Clicking the instance percentage number takes you to the Users Tab in the Application Details screen where you can filter the data table based on the activity status (active). In this tab, you can filter the Activity column by Active, Inactive, or Never Active users to analyze user activity and reclaim underutilized Salesforce user licenses. For details, refer to Reclaiming Salesforce User Licenses.

Underutilized Account

The underutilized account total across all Salesforce instances is listed in bold font.

The calculation is the total of inactive users + never active users.

Salesforce Instance Link to Overview Tab

When you click the link in this tile, a slideout appears that lists the underutilized account total for all available instances. Clicking the instance name takes you to the instance’s Overview Tab in the Application Details screen.

License Usage - Activity status

By default, the Activity status bar graph displays the license usage data for all Salesforce licenses. The pull-down menu options are limited to Salesforce user licenses.

The activity status is calculated based on the activity threshold set for your Salesforce instances. For details, refer to Setting Activity Thresholds.

The Activity status bar graph includes counts for active, inactive, and never active users. For Salesforce licenses with limited allowed users, the Available activity status also appears.

Salesforce Instance Link to Overview Tab

When you click the activity status bar for active, inactive, or never active users in the Activity status tile, a slideout appears that lists the activity status for all available instances. Clicking the instance name takes you to the instance’s Overview Tab in the Application Details screen. Detailed slideout information for all available instances is not provided for the Available Activity status.

Salesforce Instance Link to Users Tab 

Clicking an instance’s activity status number takes you to the Users Tab in the Application Details screen. In this tab, you can filter the Activity column by Active, Inactive, or Never Active users to analyze user activity and reclaim underutilized Salesforce user licenses. For details, refer to Reclaiming Salesforce User Licenses.

You can filter the Licenses column in the Users Tab based on the licenses you chose from the License Usage drop-down menu on the Salesforce Overview dashboard.

License Usage - Days since last activity

The Days since last activity graph is populated based on the users’ last login date and whether all Salesforce user licenses or a particular Salesforce user license is selected in the License usage pull-down menu.

The graph shows the total users count whose last login date falls between the preset date range. The dates in the preset date ranges are based on the activity threshold options. For details, refer to Setting Activity Thresholds.

Salesforce Instance Link to Overview Tab

When you click a particular activity threshold date range bar, a slideout appears that lists the user count for all available instances. Clicking the instance name takes you to the instance’s Overview Tab in the Application Details screen.

Salesforce Instance Link to Users Tab 

Clicking an instance’s user count takes you to the Users Tab in the Application Details screen. In this tab, you can filter the Last Activity column by activity threshold date range and the Licenses column by Salesforce user licenses and permission set licenses. You can change the start and end date of the threshold date range. After analyzing user activity in the Last Activity and Licenses columns, you can reclaim underutilized Salesforce user licenses. For details, refer to Reclaiming Salesforce User Licenses.

By default, the Licenses column shows the total number of licenses that a user has. Clicking the number expands the rows and shows the license names. You can filter the Licenses column in the Users Tab based on the licenses you chose from the License Usage drop-down menu on the Salesforce Overview dashboard.

License Usage - Activities over time

The Activities over time graph is populated based on the selected date range and whether all Salesforce user licenses or a particular Salesforce user license is selected in the License usage pull-down menu.

Activity metrics are generated for each day within the past 30 days and for each first of the month before that going back to the oldest active date for a user on the application roster. If no usage events were recorded before a particular date, the active user count would be zero for that day.

For example, your activity threshold is 15 days, and you have someone on the application roster with an active date of June 28, 2019. For every first of the month, for every user, SaaS Management looks at recorded usage events and asks how many of them happened within the past 15 days of the day in question. Each user with a usage event count greater than zero is an active user. When an integration is initially set up and only 30 days of usage events are pulled in, SaaS Management still asks on the first of each month how many recorded usage events happened within the past 15 days. However, no events would be recorded for most of those days, so the active user count would be 0.

Salesforce Instance Link to Overview Tab

When you click a particular spot on an Active, Inactive, or Never Active User line graph, a slideout appears that lists the user count for all available instances. Clicking the instance name takes you to the instance’s Overview Tab in the Application Details screen.

View by License Type or View All Licenses

This data table allows you to view Salesforce license information by selecting:

  • All Licenses to view all Salesforce instances’ license information.
  • View by License Type to view, expand, and collapse Salesforce user license, permission set license, and feature set license.

The columns in this data table are explained below.

  • License Name is the Salesforce license name provided by Technopedia or a customer-provided license name, if the SKU is not available in Technopedia.
  • Application is the Salesforce instance name. If you select View by License Type, the total number of instances are displayed. Expanding the license name displays the application names.
  • Purchased is the total allowed licenses.
  • Allocated is the total assigned licenses. Expired licenses will display as “-”.
  • Active Quantity is the active users count for Salesforce user licenses. “-” is displayed for Salesforce permission set and feature set licenses because active user counts are not available for these license types. Expired licenses will display as “-”.
  • Available is the Purchased minus the Allocated licenses.
  • Type refers to the Salesforce license type. For auto-generated licenses, including user licenses, permission set licenses, and feature set licenses, the respective Salesforce license type is displayed in this column. Expired licenses and manually entered licenses whose SKU is not configured in the sanctioned SKUs list will display as “-”.

 

For more information on new features and enhancements for Flexera One, see What's New in Flexera One.