How-To: Set Up License Limit Alerts

Last updated: October 8, 2024

After this article...

You'll know how to set up license limit alerts to inform the right people about upcoming renewals!

Background

So, you've set up a number of your SaaS agreements in Lumos & have your users making software requests through the AppStore, but you are wondering if these two can work together.

This is where License Limit Alerts come in, to notify the right people to review the current allocation of licenses so that you don't unnecessarily have to purchase more costly SaaS licenses!

If you don't know how to add an agreement, check out this article:📄 How-To: Add a Vendor Agreement

If you haven't rolled out your AppStore, check out this section: The Lumos AppStore

Steps

1. Set up a Renewal Owner

If you set up the Agreement in Lumos, you'll be made the default Renewal Owner. The Renewal Owner in Lumos is the person who is the main point of contact for the SaaS app that is getting renewed, and will be alerted when the license limit alert is triggered.

You can adjust the Renewal Owner by clicking on the circle for Renewal Owner and selecting the owner(s) for the Agreement.

2. Link your app to the agreement!

If you pop open the details of your Agreement (click "View Details" on the right), check out the section titled "Additional Information".

When you initially created the agreement, you may have added an App Instance. If you did, you'll see that information populated already. Otherwise, search for the app that corresponds to this agreement that is live in your AppStore.

This will allow us to use information we know about that app (# of Active Users, # of User by Okta group or License), to set up license limit alerts!

3. Link the App Data to your Contract Costs 🔗

Once you've added an app instance, you should see the ability to link data ("+ Link Data") in your Contract Costs.

Depending on how your app has been set up, you may just want to link those line items to Number of Active Users, which will look at all Active Users assigned to that app. Otherwise, you can select from your list of Entitlements, which may include License types directly pulled via a Lumos integration or IdP groups associated with the app (which also may represent licenses).

Once you've linked that data, we'll know: (1) the number of people who have access to that particular license and (2) the number of licenses you purchased as part of your agreement(s).

3. Set up your alerts 🔔

You'll have the option to set alerts up By Percentage and By Number of Licenses.

By Percentage will allow you to look at the percentage of used licenses, whereas By Number of Licenses will trigger upon a specific count of licenses used.

You can set up multiple alerts for a particular agreement by clicking "Add".