Subscriptions

A subscription is a recurring license commitment that renews on a regular term, such as every month or every year. Use the Subscriptions tab to track subscriptions, their owners, renewal terms, and costs in one place.

Subscriptions differ from the other commitment types in Zluri:

Access subscriptions

Steps

1. In the left navigation, click Spends.
2. Under Contract Management, click Licenses.
3. Click the Subscriptions tab.

The number next to Subscriptions shows the total count of subscriptions in your organization.

Subscription table columns

The subscription table shows the following details in the default view:

Scroll right to see more columns, such as license totals. Click a subscription name to open its details.

Customize the subscription view

The Subscriptions tab uses the same view, column, and search controls as the Licenses tab. For details, see Customize the license view.

Filter subscriptions

The default view shows only unarchived subscriptions.

Steps

1. Click Filter to see the applied filters.
2. Click + Add Filters to open the Filters panel.
3. Click + next to a field to add a filter. Use Search Filters to find a field quickly.
4. Click Apply.

Filter fields include Subscription Name, Application Name, Status, Total Purchased Licenses, Assigned Licenses, Cost, Vendor, and the owner fields. Click Reset Filters to return to the default filter, or Clear All in the Filters panel to remove all filters.

Add a subscription

Click + Add on the Subscriptions tab to open the Create a Subscription page. The page has four sections: Basic Details, Checklist, Contract Line Items, and Review. A green check mark appears next to each section once you complete it.

Zluri names the subscription automatically based on the application and renewal term, for example Slack Subscription - Renews every 1 month. Click the edit icon next to the name at the top of the page to rename it.

Step 1: Enter basic details

Basic details identify the subscription, its owners, and its renewal schedule:

Cost Amortization has five options:

Steps

1. Under What is this Subscription for?, search for and select the application.
2. Enter the vendor and the owners.
3. Select the Start Date and the Renewal Term.
4. Select the Payment Method, and select Auto Renews if it applies.
5. Select a Cost Amortization option.
6. Click Next.

Step 2: Complete the checklist

Use the checklist to attach supporting documents and track approvals for the subscription.

Steps

1. Click + Add Documents to attach supporting documents, such as the order form or invoice.
2. Turn on each checklist item that applies: Signed by both parties, Approved by Finance, Approved by IT, or Compliance Verification.
3. Click + Add More to add a custom checklist item, or click the delete icon to remove one.
4. Click Next.

Step 3: Add contract line items

Line items capture the licenses the subscription includes and what each one costs.

Steps

1. If the vendor charges a flat base price for the subscription, select I'm charged a base price for this subscription.
2. From Select Currency, select the subscription currency.
3. Click + Add a new line item and enter the license details for each license.
4. Click Add discount or Add a one-time fee if either applies.
5. Review the TOTAL AMOUNT, then click Next.

Each line item has the following fields:

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Auto Adjust

When Auto Adjust is on, Zluri increases or decreases the license quantity to match the licenses detected through the integration. When it's off, update the quantity manually. See Auto-increment and Auto-adjust.

Step 4: Review and add the subscription

Steps

1. Review the application, vendor, owner, start date, renewal term, and line items.
2. To change a detail, click the section you want to update.
3. Click Add Subscription.

Zluri confirms that it added the subscription and opens the subscription's details page. Renewals and costs may take some time to appear.

View subscription details

Click a subscription name on the Subscriptions tab to open its details page. The page has four tabs: Overview, Users, Optimization, and Documents.

The Overview tab shows the subscription's basic details on the left, including its status, application, vendor, owners, payment method, start date, renewal term, and first renewal. The right side shows the following metrics:

Use + Add Note to add notes about the subscription. To add or change the payment method, click Add Payment Method and select a method.

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Map licenses to users

Click Map Licenses Now on the Overview tab to assign the subscription's licenses to users. See License Mapping.

Export subscription data

Steps

1. On the Subscriptions tab, click Export.
2. In the Export Subscription Data panel, select the fields to include. Subscription Name is always included.
3. Under Include, select All Subscriptions, Selected Subscriptions, or Filtered Subscriptions.
4. Under File Type, select CSV or CSV for Excel.
5. Click Start Export.