Tool Stack Management
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- Set up and populate your SaaS stack
- How Sastrify provides 24/7 coverage of your stack
- Integrate your ERP & Accounting software with Sastrify
- Tool Discovery via SSO (Single Sign-On) integrations
- Defining Renewal Dates & Setting Renewal Reminders
- Assign and modify Tool Owners
- Upload your SaaS documents into Sastrify
- Sastrify App Support: Assistance at your Fingertip
- Roll out Sastrify across your organization
- Sastrify's Commitment to Security and Privacy Standards
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- Using Google Workspace SSO for Tool Discovery
- Use Discovered Page to detect active subscriptions
- Tools and Spend Importer: Easily Upload and Visualize Data in Sastrify
- Add Sastrify App to your Slack workspace
- Manually add a new tool subscription
- Bulk upload of SaaS invoices
- Forward your SaaS documents via email
- Change notification preferences
- Maximizing the benefits of the Overview page
- Manage activities and collaborate using custom tasks
- Task Automation: Streamline the creation of routine tasks
- Archive or delete inactive subscriptions
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- Understanding Renewal Statuses & Actions
- Using Procurement Initiatives for Organizing New Purchases & Renewals
- Get Pricing Benchmarks through Sastrify
- Workflows: Automate procurement processes with consistency
- Form Component Guide for Sastrify Form Builder
- Vendor Insights: Tool-specific information at your fingertips
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- Utilize Usage Analytics for full usage visibility
- Integrate Pleo with Sastrify
- Validate and fine-tune spend data with the Spend feature
- How to connect Microsoft Dynamics
- How to connect Netsuite
- How to connect Quickbooks
- Import spend data from Candis to Sastrify
- Import spend data from Spendesk to Sastrify
- Import spend data from Pleo to Sastrify
- Import spend data from Moss to Sastrify
- Import spend data from DATEV to Sastrify
- Zoom Usage Analytics Integration Guide
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- Get Expert Procurement Support for New Purchases and Renewals
- Scope of Service: Custom Benchmarking & Contract Review
- Scope of Service: Negotiation & Renewal Support
- Scope of Service: Custom SaaS Optimization Advisory
- Purchase your SaaS through the SastriMarket
- Control your cloud costs with SastriCloud
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- ERP & Accounting Integration FAQs
- Discovery via SSO Integration FAQs
- Usage Analytics FAQs
- Tools and Spend Importer FAQs
- Invoices FAQs
- Achieved & Potential Savings FAQs
- What is SaaS and Sastrify's scope of work?
- Who can invite a new user?
- Who receives the renewal alerts or reminders?
- How does Sastrify work with currencies?
- Is the spend data from accounting export always up-to-date?
- How to work with benchmark prices
- When and how to involve Sastrify in a contract evaluation or negotiation?
- How does Sastrify interact with SaaS vendors?
- How do you handle confidentiality clauses in vendor contracts?
- Does Sastrify handle SaaS contract termination?
- Why is contract data essential for benchmarking and negotiation support?
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- Connecting your accounting software with Sastrify
- How to assign Tool Owners
- What Sastrify can do for Tool Owners
- How to set renewal dates
- How to set up a company-wide renewal reminder
- How to keep your tool stack updated
- How to set up, activate, and use a Workflow
- How to invite new users to Sastrify
- How to use Procurement Initiatives for new purchase & renewal
- How to collaborate using custom tasks
- Report issues and track procurement involvements
- Best Practices on how to work with Procurement Initiatives
- Get Pricing Benchmarks through Sastrify
- How to set up direct usage analytics integration
- How to set up SSO usage analytics integrations
- How to work with the Discovered tab
- How to use subscription tags
- How to perform budgeting using Sastrify
- Walk-through of the subscription detail page
Use Discovered Page to detect active subscriptions Print
Modified on: Tue, 26 Mar, 2024 at 11:08 AM
Applicable to the following Sastrify plans:
| Legacy | Essentials | Pro | Platinum |
|---|---|---|---|
| ✔* | ✔ | ✔ | ✔ |
* Legacy includes all plans signed before February 29, 2024.
Transparency allows companies to know where they’re stepping in. They can easily map risk cause they know every tool that’s part of their SaaS Stack.
By connecting and utilizing the available ERP & Accounting integrations as well as the Tool Discovery integrations via SSO, Sastrify can function as intended, not only to set up and update your SaaS stack, but also to be constantly on the lookout for new tools purchased by your companies or signed up by any of your employee accounts in an automatic manner.
This allows you to gain full visibility into your actual SaaS stack and combat Shadow IT. Whenever it detects new tools that are not part of your active list, Sastrify will list them in a page called: Discovered page.
IN THIS ARTICLE
- How to access the Discovered page
- How Sastrify discover these tools?
- What you can do here as Admin?
- Moving discovered tools to In Use
- Frequently Asked Questions
How to access the Discovered page
The Discovered page can be accessed from Tool Stack > Tools > Discovered.
Tools discovered through integrations that aren't part of the existing tool stack (those listed in the "In Use" tab) will be displayed in a separate tab on the Tool Stack page.
These tools won't automatically appear in the company's main tool stack. This allows admins to sort through the list, review, and determine whether these tools are genuinely part of the company's active subscription list.
The Source column provides information on the integration from which a tool originates. In the example provided, the label "Google" indicates that the tool is sourced from the Google SSO integration.
How Sastrify discover these tools?
There are two potential sources of the tool discover:
- ERP & Accounting integrations: Here Sastrify uses a universal API capability to retrieve spend data and the associated suppliers or vendors from your ERP or accounting software you connect to your platform.
- SSO (Single Sign-On) integrations: These integrations automatically discover subscriptions as well as import and continuously update your entire tool stack by discovering all SaaS tools used and accessed by user accounts associated with your company (under the same domain) through your organization's SSO login (by capturing the all successful logins).
Sastrify then uses a matching algorithm to cross reference these vendor names we have in our extensive SaaS vendor database with the tools, supplier, or vendor names discovered via the integration.
Note that especially with the SSO integrations, discovered tools are pulled based on successful logins, so there is no distinction between active tools and those that are in the trial phase or still under consideration.What you can do here as Admin?
As an admin, you can use this page to:
- Get a complete count of discovered tools.
- Review the list of detected tools along with their sources (which integration(s) they were detected from), import dates (when they were detected by Sastrify - not the tool purchase date), and detected spend (only for tools detected from the ERP & Accounting integrations).
- Decide whether to move certain tools to the In Use tab or mark them as Inactive.
- Assign tool owners directly from this page before moving tools to the In Use tab.
- Perform search & filter the view to assist in your review process.
Sastrify encourages you to regularly review this page and change the status of the discovered tools as soon as possible to ensure that the main subscription list (tool stack) is updated with the active tools that are currently and formally part of your organization's stack.
Moving discovered tools to In Use
To move the any tools from the Discovered page, follow these simple steps:
- Click on the 3-dots icon of the tool you want to modify and select “Move to in use tab".
- Alternatively, you can select one or multiple tools and click the "Move to in use tab" button located in the bottom right corner of your screen.
Tools that are determined not to be in use or part of your organization's current stack can be deleted from this page.
Please note that once you delete a tool, you will not be able to go back and revise your decision.In addition, here you can also edit the info of any tool by clicking on the 3-dots icon and selecting "Edit Info". Here you can change its name, place tags, and assign a tool owner.
Frequently Asked Questions
Q: Is there a difference in the quality of tool discovery between integration via SSO or ERP/Accounting, and can they be enabled simultaneously?
A: In terms of quality, both are advantageous and can be set up together. ERP/Accounting integration shows paid tools, while SSO integration includes other tools, such as tools registered for trial purposes. The former pulls spend information and invoices (if available), while the latter pulls only the tool or subscription name.
Q: What happens if a tool has not been used recently (e.g., in the last 60 days)?
A: Single sign-on (SSO) integrations, such as those for Google, Microsoft, or Okta, do not specifically track user activity. Instead, they look at the number of users authorized to use each tool with their respective credentials (e.g., Google or Microsoft credentials).
Q: Is Sastrify always be able to discover new tools that are available in the entire SaaS space?
A: Our matching system only detects, discovers, and lists new tools based on our extensive database of SaaS vendors. We use a matching algorithm to compare the vendor names we have in our database with the customer's vendor names captured through the integrations. While it does not include all vendors in the SaaS space (as the landscape is constantly evolving with new companies emerging and others discontinuing their services), our database is extensive and is regularly updated to ensure it stays current.
Q: As a customer, how will I be notified when new subscriptions are discovered through the SSO integration? Do I receive notifications or emails?
A: Currently, we do not send any notifications (via email or Slack) about the discovery of new subscriptions. In the Tool Stack, you will simply see the number of "Discovered" tools and how and when they are discovered.
Q: If a subscription or a tool is deleted, is it possible to restore it?
A: No, it is not. Deletion is permanent, so once a tool is deleted from this page, it is not possible to go back and reverse the decision.
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