Product Update Hub

Winter 2024

Enhanced visibility in top apps

Our tracking capabilities across key platforms have been expanded to give you a more complete picture of software usage and spend. 

• GitHub now shows view-only users in addition to contributors. 

We're also excited to introduce new connectors, delivering even more data directly to your dashboard: Jamf MDM and Kandji for device management insights, Marketo Engage for marketing tool usage, and Zip for contract lifecycle management. With enhanced license tier information across the board, you'll have everything you need to make informed spend decisions during renewals and budget planning.

Qualitative insights through surveys

The new survey feature implementation will enhance the ability to gather valuable user sentiment data and will support both free response and multiple choice questions. Results will be visualized in easy to digest bar charts, so users never miss a data point. To streamline the analysis of unstructured feedback, Sidekick, our AI-assistant, will automatically summarize free response answers. Users can create surveys through a new form type that maintains familiar functionality, and the system integrates seamlessly with renewal requests, enabling survey initiation directly from overview pages.

App discovery automation

New app review workflows — available for core and enterprise plan users — for managing discovered apps are here to optimize managing your app portfolio. From initial detection to bringing the apps under management, every step, including automated security review triggers, implementing SSO, and enhanced shadow IT detection, is now streamlined.  Enhanced detection capabilities spot unauthorized apps faster than ever, while our simplified workflows make it easy to bring them into compliance. This means less manual work for your team and better visibility into your entire app ecosystem, all without endless spreadsheets or manual tracking.

Intelligent recommendations

Enhanced license optimization suggestions are now even more intelligent, only making recommendations when the data is reliable. Each recommendation comes with clear context explaining the reasoning, while the improved validation process thoroughly vets every identified cost-saving opportunity. 

Fiscal year contract spend calculations have also been updated to provide more accurate insights into your software investments. Every suggestion you receive — whether it’s about consolidating licenses or optimizing spend — is backed by dependable data and validated potential savings. 

Smarter app discovery

Finding and managing your apps just got a whole lot easier (and smarter)! New semantic search capabilities allows users to discover tools based on their core function, not just by name. Whether you’re looking for “video conferencing” or “whiteboarding,” you can now get to the correct solution, faster.

 

App intelligence also got a boost, now categorizing apps through advanced data modeling and highlighting new additions to your instance. By automatically detecting new apps — and through new app discovery workflows — combating shadow IT is now easier than ever. Clear visibility into app functionality overlap also helps users identify and cut down on redundant tools, ultimately helping users gain control of their SaaS stacks. And when it comes to strategic planning, app recommendations ensure that businesses are able to truly  evaluate the ROI for each SaaS app within their portfolio.

Clearer data visualization

Arriving soon!
In order to provide better clarity around your SaaS data, metrics have been updated to clearly show where the information is pulled from. Whether it’s from contracts, connector engagement data, SSO login data, or Google social login data, gain a clear understanding of what data is available from each app within your portfolio and how it’s being accessed. 

App usage displays have also been revamped to be even more intuitive than ever, while the enhanced portfolio view lets users see exactly what data is feeding into each insight. License recommendations now come with improved accuracy, ensuring you’re getting the most accurate suggestions for your renewal decisions. Knowing exactly where their data is coming from allows users to have even more trust and confidence in each SaaS decision.

 

Fall 2024

Improved Pricing Benchmarks!

Pricing benchmarks have a new look! They’re now available directly on the app details pages, in renewal workflows, and through Sidekick. They include more detail than ever before with a new look making the data easy to digest and your teams can rest assured they are paying a fair price on their renewals.

Simply select the desired SKU, the number of licenses you expect to purchase, and Productiv will share a fair price range broken down by term length!

Sidekick workflow chat summarization

Sidekick can now summarize workflow discussions to quickly bring users up to date. Just click the “Summarize” button on the chat sidebar of the Request Overview or Task Details page of a workflow to generate a summary. 

Sidekick summaries can extract key information from conversations about software renewals and purchases, allowing users to get the information they need without reading back through the entire conversation history. 

This feature is automatically enabled for customers who have Sidekick enabled.

Update Productiv Portfolio in a workflow

The Productiv Custom App fields can now be updated within the “Update Productiv Fields” task during a workflow step. This update streamlines the processes of updating Productiv fields (Custom App Fields) by allowing users to stay in the workflow environment. It ensures that users can make necessary field changes as part of their regular workflow, automating updates and expediting tasks within a singular interface. 

For example, if a user is manually tracking various applications that use AI within their portfolio through custom fields, they can now ask app owners within a workflow “Does this application utilize LLMs or AI?” By using the “Update Productiv Fields” task later in the workflow to update the app custom field with the relevant response, they are able to automate processes and ensure their app portfolio is up to date.

Expanded table filters for standard fields on Expenses page

The Expenses page table now supports filters that can be used for advanced queries across all transaction data within the database. Users can now restrict their search even further, specifying categories, cost centers, vendors, date ranges, and more. 

For example, users can now query for: 

• All unmapped spend in a single view 
• Transactions within a specific time range, like the previous fiscal year or quarter
• Transactions for a given cost center or category
• View all expenses from a given user or all invoices from a specific app or vendor.

Download CSV reports will also include all transactions relevant to the applied filters. 

Hide/dismiss apps from dashboard widgets

Apps can now be hidden from dashboard widgets, removing them from view for all users utilizing that widget on their dashboard. Users can also provide context for hiding the app for tracking purposes. This flexible enhancement further increases the control users have over customizing their dashboards while gaining an even clearer picture of the true state of their portfolios. 

When viewing the categorized app lists for one of the supported widgets, users can hover over a row and select the “Hide app” icon to remove it from the widget. During this step, they can provide additional clarity on why they chose to remove it from consideration. When hidden, an app is removed from all categories on the face of the widget and will appear in a new “Hidden” tab. The app can be unhidden from the same table. 

Users must be Super Admins in Productiv in order to hide or unhide apps from a widget. All users are able to see which apps are hidden. 

Approval and Rejection notes

A new enhancement within workflows, users can now include Approval and Rejection notes when completing workflow steps. This allows users to quickly share their reasoning with workflow collaborators and better track decisions, historically.  

By streamlining communications across teams by providing more granular and step specific comments, reasonings can easily be referenced at any step of the process. For example, if a team member wants to illustrate that a purchase was approved even though it was over budget or out of policy, they can leave an approval note during (or after) step completion. Their comment will now be easily visible and next to the approval for reference by other collaborators or future decision makers. 

Form templates

Instead of creating a form from scratch, users now have the option to choose from best-in-class templates to kick off or use in their workflows. While users can still start with a blank slate, these templates provide a jumping off point to gather data needed for key decision making factors. These pre-built templates help standardize forms while allowing for customization based on the specific requirements of each transaction, reducing friction while ensuring consistency.

Whistic connector

Users can now seamlessly sync vendor risk assessment data to Productiv with the new Whistic Risk Management connector. Data from Whistic is synced and shown directly on the Suppliers page and within the Supplier Details pages.

By including Whistic data on your vendor views, users can better manage their data in one place leading to more efficient tracking, better compliance, and smarter decision-making.

The Whistic connector is now available in the Connector Library under a new category: Supplier Management.

“Fill form” is now a task

Now, for any step that supports adding and removing steps within the workflow builder, forms can be inserted as a task. This includes Custom Steps, Review Steps, and Approval Steps. They can be added alongside other tasks and multiple forms can be added to the same step. This increases the readability of the workflow and provides clearer requirements of the task at hand. 

This update will eliminate the need for the dedicated “Fill a form” step. While existing “Fill a form” steps will continue to function, new ones can no longer be created. To take full advantage of the improved workflow experience, replace old “Fill a form” steps with other step types that allow adding tasks. 

Customizable task instructions (will appear in slack)

The task title and description of all workflow tasks are now more customizable than ever. Users can now change the task title and description for workflow tasks such as “Create renewal proposal,” Review form response,” and all other existing workflow tasks. Take customization a step further and use Smart Fields in the task description or add relevant links for each task. 

This allows users to configure a task, such as “Upload renewing contracts” to include a link to their internal contracts repository. Or, they can set up a “Create renewal proposal” task and include additional context around what that proposal will be used for later in the workflow. 

Edits can be made to any task tile, description, or links in the workflow builder when configuring a workflow step. The customized task title and description will be shown when — and where, such as in Slack — the end-user is completing their workflow step. 

Parallel approvals

Parallel approvals speed up your workflows by allowing multiple approvals to happen simultaneously. Users no longer have to wait for one approval before starting next. Now, easily track and manage accurate approval outcomes and remove workarounds, like using review steps for approvals instead. The outcomes of these approvals will show up on the overview page and can be used to further direct the workflow. 

To create a parallel approval step, simply select the "request approval" block when adding a step to a parallel branch.

Additional app suites and bundle licenses support

There are now three new groups of apps that are treated as Suites in Productiv: 

• Lucid Suite (incl. Lucidchart, Lucidspark)
• Adobe Suite (incl. Creative Cloud Apps)
• JetBrains Suite (incl. WebStorm, IntelliJ) 

With the creation of these suites, all contract information for a given suite can now be consolidated into one place. Suite contracts no longer need to be broken down into multiple contracts for each application. They also grant users the ability to clearly see how many contracted licenses they have, either by app or by SKU in a consolidated view. 

The three new suites also support bundle licenses. When uploading contracts with line items such as “Lucid Suite” or “Creative Cloud All Apps,” Productiv understands which apps these licenses grant users access to and will show those licenses as part of a user's contracted capacity for these apps. 

Applications in these suites are now grouped into the app list when appearing in a customer’s portfolio. An enhanced suite table in the suite app page will show provisioned users and license counts for all apps within the suite. 

Additional information can also be found on the individual app pages. They collect all relevant contract information for the selected application in order to provide a complete overview of the licenses for an app or suite in a single place.

Save incomplete forms

Users can now save progress on a partially completed form, such as a purchase or renewal request form, and come back to complete it later. 

Often, users are tasked with completing lengthy forms that require important data from app owners within workflows. It’s not always possible to gather all the information needed to complete the form all at once. 

Now, users can save their progress and continue the form completion at a later time. This streamlines the form-filling process, making it easier for users to complete forms at their own pace.

Step descriptions in workflows

To reduce the training needed for users assigned to steps in a workflow, admins now have the ability to add descriptions to each step in a workflow. Admins can configure detailed instructions, which provide clarity on the tasks assignees need to complete. Key improvements include: 

• Customizable Descriptions: Use Smart Fields to create tailored messages for each step, ensuring clarity and relevance. 
• Enhanced Guidance: Provide users with clear, step-by-step instructions to avoid confusion and improve efficiency.
• Integrated Notifications: All instructions are integrated with Slack and email notifications, making it easier for users to follow and complete tasks directly in Slack!

Edit app contacts

Application admins can now have access to add, remove, and replace app contacts. With this new level of access, App Admins are able to add and maintain any data for an application they have access to and keep an up-to-date system of record.

SSO coverage widget

The “SSO Coverage” widget on the dashboard gives users a snapshot of their SSO coverage for applications used by their organization. Previously, this widget, by default, considered all apps with Google Social Login events as “Behind SSO.” 

Since users don’t always consider apps with only social login events as SSO, this update provides users with a comprehensive view of their SSO coverage by removing apps using Google Social Logins from the count of “SSO Enabled” apps.

The “SSO Coverage” widget now includes an option to “Include Google Social Login.” When social logins are not included, an app will not be considered “SSO Enabled” unless at least one non-social login event has been logged. Additionally, an app will not be considered to support SSO if it only supports Google Social Login.

Users may edit their dashboards to change this option — or add a new widget with the option enabled. Widgets with this option enabled show a different title at the top.

Send email as workflow step

Renewal workflows often involve sending emails to various parties, such as vendors, internal teams, and stakeholders. The new automated email dispatch feature allows users to trigger an email to send directly from a workflow step. This eliminates manual intervention and ensures that emails are sent at a precise moment.

Users can also create reusable email templates through seamless integration with Smart Fields. These dynamic placeholders automatically populate relevant information from workflow data, saving time and ensuring consistent, accurate communication.

18 new provisioned users connectors

The exciting expansion of 18 new provisioned user connectors brings Productiv’s total connector count to 68, allowing users to expand their identity management capabilities with a wider range of integrations.

Provisioned users connectors focus solely on user provisioning data. This means they tell users who has access (based on provisioning), but not who is actively using those applications. To gain a complete view of user activity, Productiv combines provisioned users data with existing Single Sign-On (SSO) information, revealing who is actually logging in and using the applications.

1. Airtable
2. Elements.cloud
3. Insightly
4. Federated Directory
5. Jostle
6. LinkedIn Learning
7. Loom
8. Looop
9. Notion
10. Offishall
11. Ooma Enterprise
12. Planview AgilePlace
13. StrongDM
14. TeamMood
15. Thrive Learning
16. Truly
17. Vivantio ITSM
18. Workteam

Summer 2024

Approval Chain moved to Request Overview page

The Approval Chain can now be found as part of the recently launched Request Overview Page. This change will create a streamlined experience for end users looking to complete tasks. To see the Approval Chain, simply navigate to the link at the top of the page to access the Request Overview homepage.

Workflow step outputs

With this new feature, all workflow steps can now produce outputs that can be used as conditions to help users decide which steps should be executed next. These outputs are also available as smartfields and allow users to pass data into downstream steps. 

This update provides users with more flexibility and control over their workflows, making it easier than ever to create dynamic and interconnected workflows. For example, if users use the Jira issue step in a workflow, they can now make a conditional node based on the result of the resolved status of said Jira issue to drive different paths within the workflow.

Enhanced multiple assignees

If a step only requires one person to complete it, a single step in the workflow will be created. Now, that step can be flexibly assigned or reassigned to any combination of users or groups. Any assignees can now help complete the tasks within that step, and different assignees can collaborate on completing different tasks within the same step. This update boosts further team collaboration and reduces the risk of any potential data overwrites.

Enhanced custom branding for Productiv home

Productiv Home is now more customizable than ever. To ensure a seamless rollout, admins are able to customize the look, feel, and verbiage on Productiv so employees can feel as comfortable as possible with the adoption of a new tool. 

Under “custom branding,” admins can now customize the Productiv Home Banner title, subtitle, and App Center Banner title. 

Pull terminated users using Okta HR connector 

Users may now configure Productiv to pull employees termination dates from Okta without having to map explicit termination dates. If an employee record is now marked as “deactivated,” and as long as users have retained user records in Okta, Productiv can pull in these records and track employee termination dates. To activate this feature in your instance, please contact your customer service representative. 

Edit completed tasks

Users can now save progress when completing their assigned steps and can edit tasks after they have been completed. Now, users can feel more confident when completing steps knowing that they can always go back and edit before submitting their assigned task. It helps make Productiv more collaborative, fluid, and iterative, allowing users to manage the real life chaos of purchases and renewals with ease. 

Request overview page

Introducing: A comprehensive homepage for all steps and tasks associated with a renewal or purchase request. This simplified, holistic dashboard provides users with an overview of every stage of a request. Now, quickly understand the context of a request, track its progress, and stay informed throughout the entire process. This homepage provides easy access to: 

• Progress at a glance: Use the progress bar to quickly see request status
• Enhanced approval visibility: Track progress of each request step and note who has approved or rejected a request
• Request data store: Easily access historical information related to a request, including decisions chats, and all related documents.

Review form as task

Users now have the ability to assign the review of a specific form as a task. This eliminates the need for users to find what documents to review within a workflow. This intuitive adjustment allows assignees to jump in, precisely when and where needed, and complete their review, speeding up the entire process.

A Cloud Guru engagement connector

A Cloud Guru is a learning platform for cloud technologies where users can partake in courses and take tests and quizzes. Its engagement connector provides user engagement and feature usage insights. This engagement connector will provide insights that allow users to be more informed about contract renewals, and manage licenses based on user activity.

Meet Sidekick, Productiv's AI assistant

Sidekick is the AI assistant in Productiv that helps you harness the full power of your data and the Productiv platform, relieving your bandwidth and increasing your productivity. Sidekick lives in the sidebar and will get you the answers you need, conduct complex analysis, and even provide clear action paths. Sidekick answers questions about: 

• Applications, including their usage data and capabilities
• Your application portfolio, including sorting, filtering, and comparing applications
• Contracts, including renewal dates and contract amounts
• Vendors, teams, and more

For admin users on all customer accounts, a pop up with a brief Sidekick overview and an alert to updated terms will be deployed. Once approved, Sidekick will be enabled in the customer's instance. 

To learn more about how Sidekick delivers the future of productivity, click here.

Fluid renewal proposal process

The renewal process is now easier than ever. Users with the appropriate access can now edit a renewal proposal during any step of the workflow to mirror realtime negotiations and contract updates. 

Any changes to the proposal will continue to send out notifications to watchers involved in the workflow and all previous versions of the proposal will be available to view. 

Ability to re-assign access request approvals

If an assigned approver of an active access request is currently out of office or has left the company, admins can now add additional approvers to in-progress access requests. This allows users to step in and approve requests in a timely manner so that users can get uninterrupted access to their requested apps. 

SmartField Support to Zendesk Integration

Users are now able to pre-populate fields in Zendesk with data from Productiv, reducing manual effort when triggering tasks in other systems. This improves the overall orchestration of your renewal or purchase workflows. Whether you’re looking to pre-populate data such as Total Contract Value (TCV) or form responses, SmartFields amplify your ability to orchestrate your systems, people, and processes. 

“Create record” action in Ironclad

For customers using Ironclad with Productiv workflows, you can now add a step to upload a document directly to Ironclad as a record, without triggering an Ironclad workflow. Whether Ironclad is used for redlining or as a contract repository, you can now stay in one system as you finalize contracts. 

One-click Slack approvals

With Productiv’s Slack integration, approvals are now easier than ever. Users can now one-click approve or decline requests directly in Slack channels saving time and keeping workflows moving efficiently. 

22 new provisioned users connectors

Even more provisioned user connectors are now available, making it even easier to access the data and insights you receive regarding your apps. When paired with SSO connectors, provisioned user connectors go beyond your typical data readouts to provide user level data, such as who has been provisioned with what licenses. This allows teams to increase the speed and ease of data they receive, build data trust, and see the difference between provisioned licenses and actual logins.

New connectors include: 

1. Akamai
2. Asset Sonar
3. Bitwarden
4. Bugsnag
5. Buildkite
6. COR
7. DatoCMS
8. Fellow
9. GetGuru
10. KloudHybrid
11. Leapsome
12. Mural
13. Perimeter 81
14. Slido
15. SparkPost
16. Threads
17. Totango
18. WordPress
19. Workboard
20. Workiva
21. Wrike
22. Zapier

Spring 2024

Enhancements to workflow collaboration

You are now able to fully customize when stakeholders are brought into a workflow, Slack, or Teams channel. While ensuring that stakeholders and admins are included in the workflow is critical, bringing them in too early can create noise and cause notifications to get lost. With granular notification controls, you can now guarantee that stakeholders and executives are looped in exactly when they need to be and no sooner, reducing noise and increasing efficiencies.

Dynamic step assignments in workflows

Users can now configure workflows to dynamically assign steps to users.  For example, you may now configure the workflow to assign a step to the department head of the requestor, reducing manual reassignment and streamlining workflows.

These configurations allow workflows to be much more intelligent and customizable based on the specific needs of the request. It allows you to define more complex and robust workflows that are dynamic based on real-time inputs from form responses.

Ironclad Smart Field support

Users may now configure Productiv workflows to dynamically pre-populate and trigger Ironclad workflows with the data available from Productiv. Contract costs, form responses and other data gathered in Productiv workflows can be seamlessly transferred to Ironclad to grant users a streamlined experience when handing off to other teams for review and approval.

Workflow after Approval Step rejection

Workflow continuation after Approval Step rejection

Workflows are now even more customizable. Users now have the option to configure their workflows to continue instead of ending after an Approval Step is rejected.

This enables use cases like rejecting an approval until the requestor reduces the cost of an application. By defining alternate steps or actions to continue a workflow, instead of ending on rejection, users can create workflows that best suit their needs.

In addition, you can also use this feature for “offboarding.” While you may not be renewing an application, a workflow is still needed. It can be used to alert the proper stakeholders of the cancellation and notify legal to send a cancellation notice to the app.

Assign step to requestor or requestor’s manager

Our streamlined workflow build now empowers users to assign steps directly to requestors or their managers, eliminating the need for unnecessary meetings and follow-up calls. This allows workflows to gather additional information directly, such as purchase validation or manager approval, saving valuable time, and reducing manual efforts during the workflow.

Winter 2023

Coupa invoice connector updates

The Coupa invoice connector has been improved to now allow you access to a more granular breakdown of spend line items. Now, view individual segment values — Department, Cost Center, Subsidiary, Location, and more — that make up the account code for each line item.

The connector now also maps segment codes into a readable string. For example, if you have “Accounting” coded as 1200, it will now appear as Accounting.

Understanding your SaaS spend across all applications is critical to achieving spend management success. By gathering all of your invoices in one place, you’re able to further generate robust reporting for all of your business stakeholders.

Box “signed” event

Track Box “signed” event

Productiv will now track the “signed” event in Box for when a document is signed inside of Box. This is in addition to earlier tracked events such as Created, Shared, Edited, and more.

New connectors

Ironclad integration

Ironclad integration for renewal and intake workflows

Contract management is at the center of all spend decisions. Procurement and contract managers need to ensure that the latest version of contract terms are synced across all enterprise systems and that all subsequent spend decisions are in compliance with those terms. The new Ironclad workflow integration capabilities can help level up your spend management by:

• Triggering a workflow in Ironclad directly from Productiv and by tracking the state of the contract within Productiv
• Auto-syncing a finalized contract from Ironclad to Productiv at the end of the renewal cycle
• Aligning all stakeholders related to the contract renewal process in Productiv

Netsuite integration

In a typical procurement workflow, user requests invoke a series of approvals followed by a purchase order that is submitted to the vendor.

When a request to purchase has been approved in a workflow, a purchase order needs to be issued to the supplier. Typically, this is a two step process: completing and approving the workflow in Productiv and then creating the purchase order in Netsuite.

The business user would then need to track the status, owners, and action items of said purchase order. Once the order was fulfilled by the vendor, the supplier would provide an invoice that would then be brought back into Productiv.

The Netsuite integration allows users to eliminate those unnecessary steps and create a seamless process all within Productiv.

Custom webhooks integration

Knowing when a task is completed in a third party application is a key part in streamlining your workflows. This custom integration step can be used to integrate Productiv workflows with any third party application, whether it's a CLM, ERP, ticketing system, or more.

Tracking statuses of external systems allows users to level up their efficiency and get even more out of Productiv.

The custom webhooks push data from a Productiv workflow to any 3rd party app and can be easily integrated using an iPaaS (Integration Platform as a Service) tool like Zapier/Workato, giving you immediate access to a large library of applications.

Jira integration

Many teams use Jira projects as part of their renewal and intake processes. Now, they’re able to adopt Productiv workflows without disruption to these existing processes. This integration reduces the need for change management by seamlessly syncing data between Jira and Productiv.

Key capabilities include:

• Automatically creating a Jira ticket as part of a Productiv workflow
• Easily tracking the status of the Jira ticket from Productiv
• Automatically pulling attachments uploaded to Jira back into Productiv
• Automatically continuing a workflow once the Jira ticket is resolved
• Creating multiple Jira tickets simultaneously
• Compatible with Jira software and Jira Service Desk

Watchers for intake workflows

Adding watchers for intake workflows

Users can now add watchers to any workflow step. These users will not be assigned any tasks, but will be able to receive all Slack, MS Teams, and email notifications regarding a workflow's progress. This gives key stakeholders the information they need to stay in the know and up-to-date with app renewals or intake requests without adding an additional task on their to-do list.

Watchers can also be added conditionally, such as only adding executive watchers for workflows greater than 1M in spend.

Fall 2023

Productiv Core and Productiv Enterprise Suite

Introducing Productiv Core and Productiv Enterprise Suite

Your data is only as good as what you’re able to do with it. By implementing workflows into every step of your processes, you can level up your data to increase efficiency, optimize spend, and reduce unnecessary steps.

Productiv Core has been built with the basics every business needs to succeed. It features the SaaS management capabilities you know and love, like license reclamation workflows, now with added renewal workflows to help you manage and renew what you own more efficiently.

Productiv Enterprise Suite has been built to help you do everything. It includes all of the features of Productiv Core, in addition to purchase workflows and app access management. These allow you to provision and ensure employees quickly gain access to the licenses they need to do their daily work. And only those licenses. It’s here to help you manage, renew, and also procure.

AppCenter now through Productiv Home

AppCenter is now available on the Productiv Home page

AppCenter, which was previously an add-on, is now included as part of Productiv Enterprise Suite and can be accessed through Productiv Home. Through the App Access Management, businesses will be able to utilize more advanced features for managing app intake, purchases, and workflows so they can get the most value out of their data.

ELM now part of Core

Elastic License Management (ELM) is now included with Productiv Core

Productiv Core helps you manage and renew at scale. Including ELM as part of Core provides you with critical management capabilities so you can actually put your data to action.

Provisioning connectors

Introducing provisioning connectors

In our ongoing commitment to deliver the best possible insights and data to power essential decisions, we’re thrilled to introduce the new provisioning connectors. This type of connector retrieves the number of provisioned users directly from an application. Precise data on the number of provisioned users supplements single sign-on (SSO) data about users logging into applications.

Provisioning connectors for Lucidchart, Figma, Databricks, Calendly, and Ironclad are available, with additional connectors on the way. These provisioning connectors are in addition to engagement connectors that collect granular usage and provisioning data from applications.

Custom branding in AppCenter

AppCenter, now with custom branding

The Productiv AppCenter is where employees go to discover and access the tools they need in minutes. Now, users have the power to rebrand AppCenter with their company’s brand colors and logo, so employees know they’re in the right place to explore IT-vetted applications that help them get their jobs done.

Edit contract IDs

Contract IDs are typically based on a purchase order number or contract number. However, this can prevent users from easily identifying a contract in certain cases, such as when an app has multiple contracts.

Users can now edit these contract IDs to assign a value that allows them to quickly identify the correct contracts and easily reference them in procurement workflows.

View contract detail badges

Users want a quick way to see what has happened with a particular contract.

When viewing the contract details for an app in Productiv, users will now see badges that indicate whether a contract was validated, its renewal state, and if it has been auto renewed or terminated and when.

Calculate cost avoidance

Users want to capture the avoided costs associated with contracts that aren’t renewed.

Productiv now suggests the total contract value (TCV) of the current contract as the cost avoided. If the user believes a different value more accurately represents the cost avoided, they can adjust it.

See renewal savings

Users want to quickly view the cost savings they are realizing from renewals.

Users can add a new widget based on the renewal report to their dashboard. They can decide whether to see renewals and associated savings for the previous 30, 60, or 90 days.

Update renewal report cost savings

When a user wants to edit the cost savings for a renewal, they should be able to change amounts immediately. The renewal report now allows users to update the cost reduced and cost avoided amounts from the page itself. Users can click on the columns and enter the new values.

Summer 2023

Create and schedule reports for delivery

Users want to create reports, schedule them to be run on a regular cadence, and have them delivered to a list of users.

Productiv has added a new Reports page where users can create new reports and see all existing reports in the Reporting Library. In addition, users can create and subscribe to reports directly from the App List page.

Create one-time, daily, weekly, or monthly reports using templates based on Productiv-provided app portfolio views, expense transactions, user app access, and renewal report with cost savings, as well as custom views. Notify users of reports via email and Slack, and save reports to a folder on Google Drive.

Track and update the status of renewals

Users want to keep stakeholders aware of how renewals are progressing.

With the renewal tracker, users can manually change the renewal status, add notes, and update important information such as termination date and cost savings.

Manage the renewal from reviewing to renewing to completed or deciding not to renew. Create an audit trail of renewal status changes and notes entered at each status change. Alert app contacts and other subscribers of contract notifications automatically when the renewal status changes. Capture cost savings when status is changed to completed or won’t renew.

Report on renewal savings

With the release of the renewal tracker, users need a way to see their cost savings and the value they have created for their organization.

We added a Renewal Report tab to the Contract home page. Users can search and filter their cost savings for the past 90 days or for a particular application. The report will list cost savings recorded in the renewal tracker and from renewal workflows in Productiv App Procurement Hub.

Contract status

Quickly see contract status

With the number of contracts users have to keep tabs on today, it’s important to be able to see the state of contracts at a glance.

We had added a new column to indicate the status of the contract, including whether the contract requires validation, has completed validation, or is flagged for further follow-up.

Contract view columns

Reorder contract view columns

Everyone has different preferences on how they prefer to see information surfaced and organized.

We’ve made it easier for users to reorder columns in the way that works best for them, so they can easily see data they care about most.

Exclude single-channel guests from Slack data

Exclude single-channel guests from Slack engagement data

Organizations often invite external collaborators as single-channel guests to collaborate on a specific objective or project. Since these licenses are free, Slack admins liberally invite these collaborators. Since these licenses don’t have a cost, many of the organizations don’t want single-channel guest licenses included in usage and provisioning insights in Productiv.

We’ve updated the Slack connector to provide an option for filtering out single-channel guest licenses when retrieving provisioning data from Slack.

Total contract spend with renewal groups

Identify total contract spend with renewal groups

To efficiently manage contracts, users need to be able understand total contracted spend for each contact end date at a glance. Having every contract line associated with an app displayed can be difficult to sort through, especially when reviewing contracts for hundreds of apps.

The Contract home page has been enhanced to group contracts for an app that come up for renewal at the same time. These renewal groups gather together separate contract lines, such as addendums and true-ups, to help users easily navigate through contracts on the page.

By default, renewal groups are now shown on the Contract home page. Users can expand a renewal group to see all contract lines and their details.

TCV and ACV views on the Contract homepage

See TCV and ACV on the Contract home page

Users need to be able to understand their total contractual commitments on an annual basis.

To help, the Contract home page has been enhanced to support ACV (annual contract value). Users can now see, on a yearly basis, how much their contracts cost them to own and operate. Users will also still be able to see contract term spend, now noted as TCV (total contract value).

Fiscal YTD metrics views

View Fiscal Year to Date metrics two ways

For users who have spend-based metrics (vs. GAAP expense-based metrics), viewing expense data by “after books close for the month” isn’t always helpful. It’s important to see more recent metrics based on an “as-of” date.

Users can now select how they would like to calculate their Fiscal Year to Date metrics within Productiv — either based on the as-of date or after books close. The settings and main product pages now also provide clarity on what the Fiscal Year to Date means in the context of given dates via tool tips.

New and improved engagement connectors

Get more data with new and improved engagement connectors

Productiv is here to empower users with the most comprehensive data available on app usage to drive better decision making. As such, we are constantly improving and adding new connectors to help organizations understand how teams are engaging with the features of apps across their portfolios.

Slack connector now supports Business+ workspaces

Slack recently made their reporting API available in their Business+ plan . We have upgraded our Slack connector to use these capabilities to provide usage data on Business+ users. This connector allows Productiv users to view richer information regarding Slack usage.

SurveyMonkey connector

We are happy to announce the general availability of the official SurveyMonkey connector. This connector is approved in the SurveyMonkey marketplace and does high-performance data retrieval.

Zoom Phone connector

Our Zoom Phone connector is now generally available for all users to access through the connector library.

Audit logs

Audit logs to track changes to fields in Productiv

Users want to know who has made changes to a custom field, label, or note and what the changes were.

Productiv now automatically tracks the change history for these fields. Users will see a visual icon indicating the field has an audit log. They can drill into the audit log to see when the change was made, who made it, and what the previous value was, if it was an update.

Attributes Import APIs

Users want to keep attributes of apps — including app tags, custom fields, and app owners — up to date in Productiv when the primary source for these fields is located and updated in another solution, such as a homegrown solution or an enterprise asset management solution.

The new Attributes Import APIs enable customers to programmatically update and delete attributes for an app in Productiv. The APIs can be used to update the contents of the app status, app rationale, labels, and notes attributes, the values of custom fields, and the users for app contacts. In addition, the APIs support deleting the value currently assigned, rather than updating it.

Along with the existing Apps Data Export APIs, users now have the ability to read and write app attributes, enabling them to keep this information in sync with other platforms and systems.

App Portfolio toggles

App Portfolio toggles for app visibility

Inactive apps are hidden by default on the App Portfolio page. Inactive apps are generally no longer used, or Productiv does not have sufficient current data to indicate active usage of the app. While inactive apps could be found by searching for the app, they couldn’t be displayed in the list on the App Portfolio page.

The App Portfolio page now includes a setting where the customer can specify whether to show active apps, apps with delayed data, and inactive apps through toggles for each option. When the customer creates or saves a custom App Portfolio view, their selections for the toggles are saved with the view for easy recall and sharing.

Custom views for App portfolio

Custom views on the App Portfolio page

Users want quick access to the custom views they created. Now custom views appear before Productiv-provided preset views in the views library.

Spring 2023

Productiv App Procurement Hub

The Productiv App Procurement Hub is now generally available to help teams take the friction out of buying and renewing software. It’s here to provide a process that automates workflows, aligns stakeholders, and surfaces the data and insights needed to drive stronger negotiations.

GAAP expenses

View spend based on GAAP-compliant expenses and by fiscal year

The best way for users to align internally is to have consistent metrics that speak to the way their business is run today. This means introducing GAAP (generally accepted accounting principals) expenses and an organization-wide fiscal year to help businesses accurately track the operational costs of owning and operating software.

For select organizations that have NetSuite, we are deploying an all-new GAAP-based NetSuite connector that allows users to query for software expenses, including associated amortization. By connecting this new connector, users will instead see GAAP-based expenses in their respective dashboards within Productiv.

As a part of this release, all users not using the new GAAP-based NetSuite connector will be moved to fiscal year cash-based metrics (e.g. invoices, expense reports, bills, etc.) with existing spend data summarized on an organizational fiscal year. This fiscal year is set at the organization level and will filter down to experiences, such as the Spend Widget.

GAAP expenses by fiscal year

It’s critical that IT and finance teams speak the same language. SaaS spend based on invoices aren’t compliant with US GAAP standards. As such, finance, IT, and other teams cannot align because finance uses their GAAP expense data for planning and budgeting.

GAAP expenses by fiscal year tracks and displays SaaS spend for the organization’s fiscal year from expenses in US GAAP. It enables finance, IT, and business areas to align on SaaS spend based on how finance and teams plan and track expenses across the company.

• New NetSuite GAAP connector retrieves GAAP-compliant SaaS expenses in the currency specified in Productiv
• An organization-wide fiscal year different from the calendar year can be specified for an organization for all users
• Expenses by fiscal year-to-date and previous fiscal year can be viewed for apps and suppliers

Fiscal year spend reporting for non-GAAP spend

For many organizations, the fiscal year is not the calendar year. As such, viewing spend for the current calendar year won’t match payments in a company’s annual reporting period. Additionally, high-value expenses in the prior fiscal year can disappear from a rolling 12-month spend window.

Organizations not utilizing the NetSuite GAAP connector will continue to view non-GAAP SaaS spend. However, Productiv now displays that spend for the current and previous fiscal years, rather than the current calendar year and previous 12 months. Organizations can specify their fiscal year in Productiv if it doesn’t align to the calendar year.

App Portfolio updates

Track contract changes and additional information about the app portfolio

It’s now easier to find the insights you need in Productiv with contract audit logs, notifications for deactivated app contacts, app descriptions on the App Portfolio page, and custom fields for currency and hyperlinks.

Contract changes

Contract audit logs

When it comes to contracts, users want to understand what contract field was changed, to what value, by whom, and when.

Productiv gives users insight into what changes have been made to a contract, down to the specific field. For changes made at the line item level, Productiv now provides a line number for every entry in the table. This makes it easy to determine which line was edited, removed, or added.

Change deactivated app contacts

When an app contact leaves the company, users need to know which apps need a new contact to be assigned and quickly update app contact information.

For organizations that have mapped the termination date field from their HR system in Productiv, users will now see visual indicators if an app contact is no longer an employee. They can replace deactivated app contacts for a specific app or for many apps through a bulk update.

App descriptions

It can be difficult to understand what an app is and its purpose from the app name alone.

The App Portfolio page now has a column to support app descriptions. Now, users who are collaborating on which apps to optimize can understand more about the apps, its purpose for the organization, and which teams use it.

Custom fields for currency and hyperlinks

Users want to add custom fields to capture additional currency-related and external information for apps.

When creating a new custom field, users can now specify the field as containing a currency or a hyperlink.

Modified license optimization recommendations

Get modified license optimization recommendations for apps with limited APIs

We have updated provisioning and renewal recommendations for the following apps:

• 15Five
• Asana
• Egnyte
• Greenhouse
• Jira Server
• Outreach
• Salesloft

The recommendations are now based on SSO data because the APIs (application programming interfaces) provided by these apps don’t currently support robust user activity reporting. We are working closely with the app vendors to improve these APIs. High integrity and secure data collection is a top priority at Productiv, and we will continue to keep our user base updated about improvements to these APIs.

Integration improvements

The Productiv Elastic License Management add-on has been improved with provisioning workflow APIs. A new GitHub Enterprise connector has also been introduced and enabled bulk uploads for app contacts.

Elastic License Management (ELM) provisioning workflow APIs

Users want to use Productiv provisioning workflow data to take actions in other apps.

The APIs allow users to programmatically get recommendations from ELM workflow execution to then take action in their identity and provisioning systems per their business rules. The APIs can also be used by workflow systems to trigger a customized deprovisioning workflow per the organization’s needs.

These APIs support:

• List provisioning workflows. Query the entire list of provisioning workflows configured on the account.
• List provisioning executed summaries. Query a list of provisioning workflow execution summaries for an app instance for a time range.
• Get provisioning workflow execution. Query a specific provisioning workflow execution summary.
• List provisioning workflow execution users. Query the list of users affected by a provisioning workflow execution.

New GitHub Enterprise connector

GitHub Enterprise allows a user with a single license to access multiple instances of GitHub within their organization.

The new connector supports reporting on active users in situations where users access multiple instances of GitHub. A user accessing multiple instances is treated as one active user.

Bulk upload app contacts CSV template

Bulk upload app contacts CSV template now includes all apps

Users want to bulk upload app contacts for apps that don’t yet have app contacts.

The bulk upload template now includes all apps discovered in an organization’s instance, including apps that don’t have existing app contacts.

Easily monitor renewal information and contract processing

Visibility is critical for effective contract management. Users can now filter upcoming renewals by month, distinguish between original contracts and auto-renewal contracts, and track the progress of contracts in process.

Filter contract renewals

Filter contract renewals by month

By clicking on a specific month in the chart about upcoming renewals, a user can now filter the contracts to show the renewals for that month, making it easier to plan and take action accordingly.

Track contract processing

Track the processing of contracts

Users want visibility into which contract files are being processed by Productiv and the processing state for each file.

Productiv has added the ability for users to view the state of their contracts in the processing queue from a new contract processing page. They can see if Productiv has processed a file they have uploaded, or if the platform has selected the appropriate file from a contract lifecycle management (CLM) tool, such as Ironclad.

The processing page supports filtering, sorting, and searching to help users easily find files. Quickly see if any contract files are marked as needing more information or if a file was incorrectly identified as not a contract.

Create contracts from auto-renewals

Users want to maintain a history for auto-renewing contracts that allows them to see the previous contract details, including contract dates, prior to the auto-renewal.

Now when a contract auto-renews, Productiv will create a new contract for the auto-renewal with the new contract dates. The auto-renewal contract will have the name of the original contract along with a sequential number indicating the number of times the original contract has been auto-renewed. The original contract and previous auto-renewed contracts will retain their details, including contract dates.

If a user wishes to delete the auto-renewal contract, they can use the contract deletion functionality described in the following section.

Quickly make contract data changes with new self-service capabilities

It’s now easier than ever for users to take more ownership over their contracts with renewal status edits from the contracts home page and the ability to delete contracts from Productiv.

Edit renewal status

When the decision is made to renew — or not renew — a SaaS app, users want to update the renewal status for the contract with as few steps as possible.

To easily change the renewal status for a contract, Productiv has made the renewal status an inline, editable field on the contracts home page. Now, users can change the renewal status by clicking on the current status for an app’s contract without having to navigate to the app. Users are able to change the status as needed as renewal decisions and outcomes change. For example, you can switch the status from “Won’t Renew” to “Renewing – Completed.”

Delete unneeded contracts

Previously, if a contract was mistakenly added to Productiv and should be removed, the user would need to contact Productiv to delete the contract.

To help users maintain contract data on their own, Productiv now allows them to delete contracts directly, including auto-renewed contracts.

Benefit from custom field and connector improvements

Create and rename custom fields

Users want to easily create custom fields directly from the App Portfolio page, rather than modeling the custom fields in a spreadsheet.

To streamline the creation and naming of custom fields, Productiv has added inline creation and renaming of custom fields to the application list on the App Portfolio page.

• Creating a custom field: From the application list, users with admin privileges can add and name a new custom field. The custom field supports one of these data types: text, number, date, single select, or multi-select. For single- and multi-select custom fields, users can then specify the allowed values for the fields.
• Renaming a custom field: Users with admin privileges can rename the custom field by changing the column name in the application list.

Newly-enhanced connectors

Utilize newly-enhanced connectors

Productiv has enhanced the connectors (integrations) for several applications, including:

• PagerDuty: Employees who are on work schedules may only use PagerDuty during times when they are scheduled. Productiv determines scheduled employees through the PagerDuty integration and exempts them from license deprovisioning recommendations.
• Zoom and OneLogin: Productiv added scaling improvements for large enterprises.
• Netskope: Productiv upgraded the connector to use the new version of the Netskope API, which supports more granular access permissions.

Winter 2022

New contracts homepage

We’ve added a new page for all things contracts. Now, you can easily sort and view contracts to quickly find what you need.

• Search, sort and filter various contract metadata such as vendor, start date, end date, and cancel by.
• See status of all contract files being processed in the queue.
• Filter your view of contract data, then view it in table, graph, or calendar format.
• Use two all new widgets for TCV spend and upcoming renewals.
• Get quicker insights with two new contract data columns for contract state (active, expired, future) and auto-renewal cancelation opt out date.

Add and edit enhancements to contract data

Add and editing enhancements to manage contract data

Maintaining a healthy SaaS portfolio requires consistent management of SaaS contract data. To help with this, Productiv is further enabling users to easily stay on top of contract needs.

• Contract Add Enhancements. Add new contract data and associated PDF into Productiv directly, or add a new contract directly from the app Contracts page, the Contract home page, or Settings.
• Box Contract Connector. Connect Productiv to a file directory in Box to view Contract file details only, with no ability to copy or download.
• Contract data added to Reseller reports. Users can now see Reseller spend and contract details from the Supplier page’s Resellers tab.
• Contract Editing Enhancements. Save time by using our contracts editor to update contract fields, such as cost/license. We automatically recalculate totals such as total cost
• Contract Validation Enhancements. To prevent multiple users from flagging the same contract issue, Productiv applies a flag icon to anything that’s been edited. We track the userID of the user who flagged the issue and provide brief update details.

Reseller report

Reseller report to optimize SaaS suppliers

Now enhanced with contract spend data, your Reseller report provides visibility into SaaS reseller contracts in one place, with associated details to use for reseller reviews.

Granular app insights

We help organizations get up to 100% visibility into SaaS app usage, spend, and engagement by combining data from across the organization with rich employee engagement insights. We’ve made a number of improvements to make it even easier to surface these insights.

Default AppList views

New default AppList views

We know that managing SaaS portfolios can be a daunting task. To make it easier, we analyzed the rich trove of insights our customers have discovered from Productiv, as well as those of our own Insights team, and codified them into five new default App table views:

• Apps with high spend but low usage
• Apps with upcoming renewals
• Apps with contracts
• Apps with expenses
• Apps to put behind SSO

Use these default views as they are, or use them as a starting point in Productiv, and modify them to make them your own.

AppList enhancements

New AppList enhancements

We’ve added multiple new elements to the AppList to enable users to capture more details and get more data at a glance.

• Add custom fields. Add, edit, or remove custom fields from the AppList table.
• Publish custom views. Share custom views across the organization to streamline collaboration.
• New “retired” app status. Now you can track SaaS apps that are soon going away.
• New columns and custom fields. We have expanded the set of data points available throughout our product, such as on the Teams page – where they add insight into your analysis of what apps are used by a particular team.
• Filter portfolio on dates. Get a jump on upcoming app renewal dates using the dates filter to sort them. You can also add dates to your own custom fields.

Search shortcut

Quickly search for apps and more with a new shortcut

Searching for an app is one of the most common things users do in the product. To make this easier than ever, we’d added a keyboard shortcut (Cmd + K) to display the search box and quickly locate what you need.

Addition to AWS Marketplace

Now on AWS marketplace

At Productiv, we are constantly building new relationships to help customers unlock the most value from their SaaS portfolios. We are excited to announce that Productiv is now available on AWS Marketplace.

AWS Marketplace is a digital catalog with thousands of software listings from independent software vendors that makes it easy to find, test, buy, and deploy software that runs on Amazon Web Services (AWS). The solutions available on AWS Marketplace have been rigorously vetted and validated as secure and reliable.

With Productiv now on AWS Marketplace, AWS customers now get easier access to Productiv. In addition to an accelerated purchasing process, AWS customers gain consolidated billing and license management to further streamline the purchasing process.

AWS customers who are part of the AWS Enterprise Discount Program (EDP) receive credit toward their EDP commitments by licensing Productiv.

What’s more, customers who purchase Productiv can use it to identify hidden software spend in employees’ expense reports. Legitimate spend on SaaS applications required by the employee or department can be discussed with the organization’s AWS account manager to determine if the software could be acquired through AWS Marketplace. By purchasing this software through the digital marketplace rather than expensing it, customers can receive credit toward their AWS commitments.

Visit the listing on AWS Marketplace to learn more.

New refreshed UI

Customers require a system of record that is accurate and provides the richest insights for SaaS decision making. The latest features offer the necessary granular insights, accuracy, and personalization teams can depend on to achieve the most SaaS value and include:

• New UI — Updated Navigation and Page Layout for more engaging user experience across all pages
• New UI — Updated Search Experience for smarter discovery
• New UI — Connector Library for connector discovery and status management
• New UI — App Portfolio Views for easily creating and sharing customized app portfolio views with stakeholders
• Contract Validation & In-Line Editing for validating and correcting contract discrepancies in real time for greater accuracy

Export APIs Integration

New export APIs integration

Productiv enables procurement, IT, and business leaders to confidently manage renewals with the deepest employee app usage insights. These industry-leading insights go far beyond log-in activity and license count, leveling the playing field come renewal conversations. Access this data with ease through the new export APIs integration, for easily sharing Productiv data with other applications to ensure SaaS data is accurately integrated in the broader organizational context.

New homepage

The Dashboards view is now the home page seen when you log in to Productiv. This view provides a high-level overview of an entire portfolio with customizable widgets you can click into for more insight.

Provisioned spend metrics

Provisioned spend by employee and team

Customers can now see their total SaaS spend by team and average SaaS spend per employee. Provisioned spend metrics, based on contract spend data, enable customers to easily understand how teams (such as Marketing or Sales) are spending on SaaS.

These insights allow you to compare spend between departments, identify areas of overspend, and lead data-driven conversations with line-of-business leaders.

New features include:

• Provisioned spend metric on Teams Page
• Provisioned spend per user metric on Teams Page

Contract editing

Contract editing gives customers the ability to own their contract data. With contract editing, a customer can edit an existing contract uploaded to Productiv within the application using a simple editor form. The editor allows customers to make changes to fields such as start and end date or auto-renewal. It also gives them the ability to add additional line items and define whether those line items will auto-renew or not.

The contract editor allows Customer to edit:

• Contract ID
• Start date
• End date
• Buyer contact
• Seller contact
• Auto-renewal
• Line item details

Contract Validation

With contract validation, our teams can now proactively reach out to customers and identify areas of the contract that they need to review. The process of marking a contract as valid, which leaves a permanent stamp of the user and time of validation, has also been streamlined.

Contract issues can be flagged along with a screenshot and annotations for expedited resolution. Customers are notified through email (or via the preferred contact method noted). Customers can also subscribe to notifications around contracts that need review or contracts that failed to process, so they are always in the know.

Export APIs

Access Productiv data with Export APIs

Third-party developers can now use our brand-new Data APIs to programmatically access Productiv data and insights to drive clarity and decision making. This gives your organization the ability to integrate the power of Productiv into the broader organizational context. There are now two powerful endpoints to help you gather information about your app portfolio in real time including App List & App Details.

New Connectors Sept. 2022

New finance connectors

Productiv seamlessly connects to hundreds of sources to give you a complete picture of your SaaS portfolio. These connectors enable you to analyze the SaaS tools in your organization across multiple dimensions, such as spend, licensing, usage, security, team, and more.

These integrations have been expanded with financial software to increase visibility and insights into SaaS purchases made across the organization.

The latest finance connectors include:

• An improved connector for Concur Expense and a new connector for Concur Invoice. Both are certified and available on SAP Concur App Center
• A new invoice connector for Sage Intacct certified and on Sage Intacct Marketplace
• A new expense connector for Fyle

Fall 2022

Customizable App Portfolio Views

App Portfolio Views allow you to create purpose-driven, customized views of your portfolio, i.e. a select set of apps with the relevant information. It’s now easier than ever for users to customize their App Portfolio, create several Views, and share them with different stakeholders. The filtering experience has also been revamped to be in line with best-of-breed apps, such as Notion and Airtable, making it simple to select the set of apps you care about.

• Access all your Views with a dropdown (Productiv curated and custom Views)
• A new Productiv-curated My Apps view to see the list of apps where you are a named app contact
• Create and save your own Views
• Share your Views with other users via a link or screenshot
• A revamped filtering experience with new filtering UI at the top of the App List, no longer hidden at the table level
• Mark a View as a favorite. This will be the View that you’ll see when you go to App List
• App List is now “App Portfolio”

App List Enhancements

Customizations

It is now easier to customize your App List page to reflect the data views your business needs with added capabilities such as expanded filtering support to more fields, ability to reorder App List columns, enhanced filtering logic, and app descriptions on the app overview page.

• Filter by App Name: Easily filter down to the list of apps you care about. IT often cares about a subset of apps and only wants to see those in the App List table.
• Filter by Custom Fields: Filtering support enabled for all custom fields. Customers upload critical information as custom fields (e.g. Cost Center) and want to filter on that.
• Filter by App Contacts: Easily filter down to the list of apps based on who manages the app. E.g. IT contact.
• Enhanced Filtering Logic: All App List filters can now find the entered search term if it exists anywhere in the options, and not just the beginning (e.g. if you enter “Workspace”, it will now find “Google Workspace” which wasn’t the case previously).
• Reorder Columns: Reorder the App List columns to arrange them exactly how you want to see them.
• App Description on the App Overview Page: We now show a brief app description on each app’s overview page to help IT get a quick sense for what the app does.

Filters

We have enhanced the App List filtering capabilities for columns that can have multiple values, such as Data Source (SSO, Social Logins, Engagement, etc). You can now filter down to any combination of values, similar to how you can with spreadsheets.

• Enhanced filtering on Data Sources and App Contacts
• Example: To find apps that have Social logins only
  • Deselect All
  • Search for Social
  • Select the “Social Logins” checkbox
• Example: To find a combination (e.g. Social Logins, SSO)
  • Deselect All
  • Search for Social Logins, SSO
  • Select All
• Example: To find all apps that contain Social Logins (earlier functionality)
  • Deselect All
  • Search for Social
  • Select All

Consolidated View

Simplified App List views gives you a streamlined space to view your data, and is now standardized on the full list view. A discovered apps view is also directly available to make it even easier to find newly discovered apps.

• Added Discovered Apps tab to the full list
• Removed Summary View
• Removed App List chart
• Removed Add connector button and banner

Custom Dashboard Enhancements

Spend Widget

Custom Dashboard views have been elevated with the addition of the Spend Widget. This enhancement allows customers to specify a Fiscal Year End and view spend trends on a Year-over-Year basis. This spend can be inclusive of both Expense and Invoices Paid, or filter down to one of the Spend types. In addition, the user can view Spend by various pivots including: Application, Vendor, and App Category.

• Specify Fiscal Year
• Visually compare YoY Spend by Invoice, Expense, or both
• View Spend by Pivots: Application, Vendor, Category of Spend

Benchmark Enhancements

Percentage Comparisons

Benchmarking provides organizations the insights needed to effectively understand and negotiate app contracts. The recent additions to benchmarking views allows customers to see benchmarks compared to their cohort (customers who have purchased similar amounts of the same product), and just how far above or below as a percentage of the median of their cohort (center of the distribution).

Permissions: You need to have at least Basic User permissions to view contract benchmark data. Benchmarks will only be visible for supported apps where you have an active contract in the product.

Data Trust Enhancements

App Roll-Ups

Roll-Up reporting provides a powerful unified view of app activity across instances, enabling license optimizations and recommendations against active and provisioned licenses. Customers can now customize which instances get counted towards the App Roll-Up and bypass aggregate reporting on non-applicable instances such as test, dev, and sandbox environments. The excluded instances will continue to be tracked and available for customers to review separately.

• Exclude app instance(s) from the Roll-Up
• Add comments to provide context for the decision
• Option to include back the excluded instance at any time
• Permissions: You need to be at least App Admin to be able to include / exclude

Google Social Login Enhancements

Separated Social Logins

Google Social login activity is now separated from managed SSO activity. Productiv now shows Google Social login data as a separate data source that users can select and view, similar to engagement data and managed SSO data.

• A new Social logins roll-up that is separate from SSO logins
• Active and provisioned license for SSO will not counts Social activity
• Recommendations unlocked for SSO view which previously required users to select a managed SSO source to view recommendations

Connectors

Concur Invoice Connector

Gain visibility into your organization’s app spend via Concur Invoice. Customers can now programmatically ingest data from Concur Invoice and automatically detect spend associated with a particular app, vendor, or reseller into Productiv dashboards.

Enhanced Salesforce Connector

If you’re looking for better visibility into additional licenses in SFDC, customers can now see provisioned users for Permissions Sets and Managed Packages on the Overview page of the Salesforce connector.

Showpad Connector

The Showpad connector fetches engagement data automatically and is able to track engagement events such as app opened, shared space interactions, asset management activities.

Summer 2022

Elastic License Management add-on

Productiv’s Elastic License Management (ELM) add-on enables IT teams to automate their manual processes with workflows for license deprovisioning and license tier downgrades. Our SaaS Intelligence™ Platform powers the ELM workflows with granular, up-to-date application usage data.

1. Create workflows without coding to reduce manual steps

Using a no-code automation builder, you can set up automated workflows in minutes to help you manage licenses for an app. Workflows identify employees based on their license tier, activity history, and the selected organizational structure or custom user segment.

To ensure you don’t deprovision or downgrade the licenses of those who need access, the workflow will ignore newly provisioned employees and employees on the exempt list for the app. You also have the ability to notify affected staff by email or Slack before changing their license status. Employees can opt out of deprovisions or downgrades directly from the notification.

If someone has not used an application or its premium features in the timeframe you’ve set, you can automatically deprovision their account or downgrade their license. Alternatively, you can configure the workflow to provide a list of suggested employees to downgrade or deprovision if you aren’t ready to automate the action.

2. Automate deprovisioning and downgrading to reduce compliance risk

Deprovisioning is performed in two ways. When a Productiv provisioning connector is available, the workflow can remove assigned licenses directly in the app. If employees are accessing the app through Okta SSO and SCIM is configured for the app, the workflow can use Okta to deprovision the licenses in the app. They also will be removed from the app group in Okta — and not get re-provisioned the next time they log in to the Okta portal.

For applications with multiple license tiers, you can automate downgrade workflows to select employees who have only used features from a lower license tier. Those employees can be moved to the lower tier by taking action through a Productiv provisioning connector or via Okta SSO.

3. Establish an automation schedule and reduce IT overhead

After you set up a workflow, you can schedule it to run on a recurring basis in addition to running it on-demand. Scheduling combined with automated provisioning allows you to rightsize licenses in your app environment on your cadence for proactive and continuous optimization.

Fall 2021

Customized App List views

Prioritize SaaS applications and adoption

Our new features enable you to create customized views with 40+ fields and easily filter the data. If you want to understand the most expensive and least used apps in your App List, customize your view to compare apps with the most inactive licenses with apps with the highest 12 month spend. Or you can filter by provisioned licenses and compare with usage rates and uncover apps that require more training to increase adoption.

Security tab

Improve security and SSO coverage

The new Security tab provides key information to help you understand which applications to prioritize moving behind SSO or deprecating. Now, on one screen, you can see if an app is behind SSO, number of licenses, spend in the last 12 months, SSO protocols detected, and SSO protocols supported. The result is a full set of data that can help you prioritize applications and increase SSO coverage.

Another key element is SSO type. New SSO columns will provide insights into what kind of SSO protocol is supported by each app, including SAML 1.0, SAML 2.0, and Google Social Login protocols. You can also see what kind of logins are detected to ensure employees are logging in via the most secure method.

These new filters, data fields, and customized views will help you more easily track applications and security risks as a result of shadow IT and apps purchased outside of IT. For example, you can create a label for ‘birthright apps’ that all employees are given access to, or create a label for ‘apps to investigate’. You can also now easily click one level deeper into each application and application owner, spend over time, and active users. With this new experience, easily prioritize applications and create a path towards increased SSO coverage.

Compliance tab

Increase compliance

In addition to the Security tab, there’s now a compliance tab to help you track certification information across 7 compliance types. Customize your compliance view with $ spend and see which of your top applications have key certifications.

If your company is subject to compliance like GDPR, SOC2, or CCPA, you can easily identify potential gaps and risk. For example, create labels for any apps with customer information and filter SSO protocols and GDPR compliance. As rules and regulations continue to increase, these new filters can simplify how you uncover compliance risks and audit concerns from your SaaS applications.

Data fields and data export

40+ data fields and full data export

There are now more than 40 columns of data to increase visibility and insights for your SaaS portfolio. Add in views of application contacts, contract dates, and SSO protocols — all on your App List.

All of these new data fields are also now available for export. If you want to run further analysis, simply export as csv and all 40+ columns will be included.

Batch editing

Viewing the data is important, but it’s crucial that you’re able to easily label and edit the data. Productiv users now have the ability to bulk update labels, application contacts, and app status. If you need to flag multiple applications as security risks to review, you can easily update all app statuses for apps that are not SOC2 compliant.

Summer 2021

Contract management improvements

Terminate contracts

Contracts can now be marked as terminated in the contract page. There are times where a contract may be terminated early or you may stop an auto-renewal of a particular contract. With this enhancement, you can now easily mark a contract as terminated, creating a single source of truth for IT, finance, and procurement, while also ending contract renewal reminders and any auto-renewal cancellation reminders.

File a contract issue

If an ingested contracted data does not accurately reflect the contracts you upload to Productiv, you now have the option to “flag an issue” directly on the contract details page and contact Productiv to troubleshoot and remedy the data.

Chart annotations

Oftentimes, custom analysis to understand chart data is captured in ad hoc documents and is carried forward without a real way to reference it. Understanding historical data in context, however, is important to understanding trends over time.

With the new chart annotations feature, annotate chart data with custom notes for future reference and shared visibility, allowing your entire team to quickly understand and share prior analysis about specific trends, events, or anomalies in your graphs.

SSO visibility

Ensuring an organization maintains security compliance with single sign-on (SSO) can be an intensely manual task, and difficult to verify. Having a tool that helps identify apps that are not behind SSO is a major security advantage.

It’s now even easier to reduce risk and ensure security for your entire SaaS portfolio with this new feature. Identify which apps support SSO and track SSO enablement across your entire SaaS portfolio with Productiv’s integrated security check for SSO.

Manager segmentation

A new segment in Productiv now allows you to view data for a group of people that report to a particular manager. This segment exists alongside other segments for teams, locations, license tiers, and data sources, as well as date filters.

With this new segment, you can now assess app adoption, collaboration patterns, and SaaS footprint for specific teams, based on manager. This additional functionality will allow you to more closely partner with leaders in your organization through data-driven discussions and decisions.

License management customizations

DKIM verification

DKIM is an email security standard used for authentication. When setting up automated license-management workflows via Productiv, you can optionally choose to send email notifications to users whose licenses are about to be reclaimed or downgraded. With DKIM verification, you can configure Productiv to send authenticated emails on your behalf, avoiding the risk of your notifications ending up in the recipient’s spam folder.

Customizable email template

Customize the text of your notification emails in your automated workflows. Contact your customer success manager if you’d like to customize the text in the email template used for notifications.

License reclaim opt outs Employees with irregular usage patterns in an app may be subject to automated weekly policies and notifications of license provisioning actions. With license reclaim opt outs, you now have the ability to add a button to notification emails to opt out of these messages for an extended period of time.

Spring 2021

Help Center

There’s now a new way to learn how to use Productiv and seek self-service help with the Productiv Help Center. With the Help Center, learn the basics of how to use the product through documentation with new articles being added weekly. Explore the Help Center at help.productiv.com or via link in the product left navigation.

Note: You must be logged in to view the Help Center!

Multi-instance visibility

With the new multi-instance visibility feature, you can now view aggregate data for an application across multiple instances or pe into a particular instance when analyzing feature usage, license spend, and collaboration between teams.

Custom app labels

While Productiv takes aim directly at managing your licenses, provisioning, and usage, we also recognize that there are a number of other attributes of apps that must be tracked that are unique to a given organization. Tracking information in a spreadsheet is no way to run a world-class IT department at scale, or at least in a pain-free manner.

With this new feature, you can now add custom app labels into Productiv to track unique information about your applications alongside other app data.

App approval status and rationale

You may be responsible for a large portfolio of apps, inclusive of IT-managed, business-unit-managed, and shadow IT. With the number of apps in the organization growing rapidly, it can be a struggle to keep track of which apps are approved for use at the company and the rationale for approving the use of the app.

With the new app approval status and rationale feature, you can now track these attributes directly in Productiv as a central source of truth with shared visibility across the organization.

CCPA compliance certification

The California Consumer Privacy Act (CCPA) is an important compliance certification governing the data collection practices for consumers in California, including the right to know, the right to opt out, the right to deletion, and the right to equal service. Although the legislation technically applies only to California residents, given the size of the California market and the interconnected nature of the internet, most major companies that deal with consumer data are affected.

Enforcement of CCPA went into effect at the beginning of 2021. Maintaining compliance and identifying systems that hold sensitive data is an arduous task for IT teams. With the new CCPA certification check, you can now easily identify whether an app is CCPA compliant alongside 6 other compliance certifications.

You’ll now have the visibility and insight into your SaaS portfolio to make better decisions about systems that hold consumer data. CCPA compliance combined with the app custom labels (see feature referenced earlier in this post) will allow you and your team to track the combination of CCPA certification and custom labels like “consumer data” or “PII data” for easy visibility and reporting.

Other updates

• Recommendations updates
  • Recommendations for consumption-based licenses: Docusign envelopes
  • Recommendations for activity-based licenses: Zoom Active Host
• Connector updates
  • New connectors: Jira Server (On-Prem), Looker
  • Connecting detected apps
• Discovered Apps updates
  • Google social logins now detectable
• Bulk upload of App Contacts
• Customizable session duration

Planning and organization tool integrations

New planning and organization tool integrations

Aha!

The Productiv platform already provides feature and usage analytics from Atlassian products like JIRA. Now we are adding integration with Aha! to provide even more insights into how your Product Roadmap tools are being leveraged in your organization.

Asana

Teams need tools to help track and manage their work. Asana is one of the leading tools for project management and critical for keeping teams organized. Productiv’s integration with Asana provides detailed feature usage across multiple actions. Now you can see how many employees are creating tasks, updating projects, or even uploading attachments. Track and monitor use of these features and improve collaboration and planning at your organization.

Collaboration tool integrations

New collaboration tool integrations

WebEx Meetings

Productiv already has integrations with Zoom, BlueJeans, and Google Meet, providing visibility into how your employees are collaborating remotely. WebEx Meetings have now been added to the mix. You can see how many employees are attending and hosting meetings, and even compare engagement across each of these applications.

Productivity tool integrations

New productivity tool integrations

Office 365 Suite

If you’re looking to see how your users are leveraging Office or G Suite tools, Productiv already provides feature level insights into G Suite tools. In a recent update, we enhanced Office 365 tracking. Now see insights from desktop Office 365 applications of Word, Excel, Powerpoint and more. pe into what teams are using each application and overlap.

Looker

The new Looker integration provides insight into business intelligence tools. Looker is a cloud-based application designed to explore and analyze data. See employee activity in the app, and even how many queries are created, run, deleted, and saved in the system. Understand how your analytics platform is being leveraged and where you may need more training.

Licensing and automation improvements

Productiv’s deep integrations streamline licensing and automation so you can spend less time tracking down how your team manages licenses and sorting out what happens when someone leaves the organization. The recent updates enhanced licensing integrations to make it easier to provision, de-provision, and automate more IT processes. Now it is even easier to manage Office365 and Tableau licenses within the Productiv application. Spend less time searching between tools or trying to uncover which licenses need to be changed and handle it all on one screen with Productiv.

Enhanced Recommendation Engine

The new and improved Recommendation Engine helps customers take their spend analysis to the next level. With the new update you can:

• Maximize the value of SaaS contracts based on actual feature and usage data
• Improve conversations with vendors driven by billions of data points
• Align with line of business on what software they actually need
• Save hundreds of IT hours on manual data collection efforts
• Easily deprovision and create automated flows within Productiv

Updated data points for better recommendations

These updated data points go beyond log-in data and capture inpidual feature interactions that each user has with an application. The result is an accurate picture of how employees are using each feature, and hence, each application.

Now you can see if half of your employees are actually using premium features you paid for. That detailed usage information is integrated with half a dozen other data sources, including SSO data, finance data, and contract data for a holistic view of your SaaS needs. The result is the most detailed view of application usage on the market.

The recommendations data includes a buffer so you can adjust for new users and projected growth. You can mark certain employees as exempt and refine the data even further. The end result is a concrete set of recommendations that matches your specific organization.

Real-time feature usage aligned with license tiers

The Recommendation Engine matches detailed feature usage to specific license tiers, beyond simple single-sign on (SSO) data. You can now take it a step further and see activity level matched to specific features.

For example, you may have 3 different tiers of Salesforce. Our recommendations align specific feature usage with each of the 3 tiers, so you can accurately assess which level is right for each employee.

User-level insights

The enhanced Recommendation Engine lets you dive deeper into the data so that you can feel confident with every recommendation. All you have to do is click on the area you want to investigate further and you’ll receive detailed information down to the user and feature level. Easily decide if you need to right-size license tiers, or if you need to improve employee training on specific features.

Tailored to your contracts

Each of your applications and contracts are different but Productiv’s data provides recommendations specific to your contracts. Your vendors may have different license tiers — some paid by month, others you pay yearly. Some contracts are usage-based while others are based in seats. The Recommendation Engine offers enhanced flexibility to faction in all of these differences and provide you with the right recommendation for each contract, not a one-size fits all solution.

Improved discussions with vendors and lines of business

Better prepare for vendor negotiations with a clear picture on how many of your licenses are actually in use and what features are most valuable. Gone are the days of solely relying on employee surveys or vendor data to determine the right level of license.

Help each department re-allocate spending based on feature usage. If a specific department is not using new premium features, it might represent an opportunity for training. These new recommendations can be an important starting point for strategic discussions with each department around software budgets and requirements moving forward.

Time savings and automation

Streamline the SaaS management process and save time by reducing the need for lengthy audits to compile data for SaaS negotiations. Previously, you may have spent weeks trying to oversee employee surveys and verify vendor data. Now, the answers are at your fingertips with one platform providing real-time information driven by billions of data points.

The Recommendations Engine allows you to set up rules and customize what happens based on activity-level to automate the process and save time. If an employee is not leveraging the premium features, can get alerts, or even automatically deprovision or downgrade.

Improving your SaaS resources and allocation

Maximize the value of your SaaS portfolio and improve allocation of your resources. The Recommendations Engine provides concrete data based on billions of data points to help lead SaaS strategy in your organization. Match detailed feature usage to license tiers and see who is using premium features. Improve conversations with vendors, manage licenses more efficiently, and save valuable IT resources.

Fall 2020

Team insights

The value of team and department-level data is clear and high: By understanding how a team, a function, or a business unit is using apps, business leaders can understand what’s working and being adopted, and what’s not.

With team insights, you get a complete understanding of how your applications relate to teams in your organizations. A team is loosely defined as any segment of people that you naturally group together. Productiv pulls this information from your HR system (for example, Workday), and keeps it up to date. If you don’t have a system such as this, there’s an option to upload a CSV with the relevant structured information.

This updated visual relates team size to the number of applications they are using and allows for a segmented view based on your selected teams. You can also further segment this information by location, or even create custom segments to analyze employee data in a way that better suits you. Flexibility is key – if you want to see spend by Level III Distinguished Engineers located in Phoenix, that’s possible.

User insights

Now you’re able to see individual user’s applications, engagement per application, the type of license they have, and the spend that has been provisioned against that application. If you need to help this person in some way, Productiv has the deep data you need to quickly assess the challenge and isolate the most important applications or spend items that you should focus on.

With this level of information, you can also be a consultative partner to managers, teams, and the business at large and understand if users are stuck in tools and can help through training or even replacement of the tools.