Elastic License Management (ELM)

This article provides an overview of the Elastic License Management (ELM) feature in Productiv.

• Overview
• Setting up Connectors for ELM
• Recommendations before Setup
• ELM Setup
• Related Resources and Articles

Overview

• ELM is an add-on feature, allowing you to govern app license usage at your organization. 
• You can configure and schedule automated workflows to suggest changes to users’ app licenses based on your custom-defined rules. Workflows can also generate periodic reports on app usage. 

ELM Connector Setup

• For a small set of engagement-connected apps listed here, Productiv’s direct-deprovisioning connector allows you to set up workflows to downgrade user licenses to a lower tier, or reclaim the licenses, all within the app.
• Using ELM workflows, you can send instructions to Okta Lifecycle Management (LCM) to remove SSO login from any of the more than 7,000 SaaS apps in Okta’s Integration Network (excluding Google Suite Social Login).
• Once ELM is set up with Okta LCM for an app with System Cross-domain Identity Management (SCIM), the workflow automates Okta’s deprovisioning workflows to reclaim licenses and remove SSO logins. 
• For engagement-connected apps, Productiv’s feature-level usage informs these workflows, providing an advantage over Okta’s deprovisioning workflows alone, which utilize static team data for this purpose.
• To configure ELM, a user must have App Admin or Super Admin permissions in Productiv.

Recommendations

Please refer to the below recommendations before setting up ELM:

• Set up SCIM-enabled app provisioning workflows in Okta prior to set up of ELM in Productiv.
• Configure Okta with app-specific or license-tier specific groups (the latter can be leveraged in automated downgrade workflows). 
• Review the Help articles below and watch the embedded videos to guide your setup. You can also click this link: Guided walkthroughs and how-tos:
• In addition to testing suggestion workflows, test your setup end-to-end with an app using the various setup options before continuing with additional workflow setup/automation.
• For testing, do the following:
  • Set up a workflow to utilize suggestions.
  • Set up another to utilize a Productiv direct-provisioning connector (find the list in this Help article).
  • Set up another to utilize Okta deprovisioning.
• Prior to completing automation of your workflows, share the export .csv (described in the second Help article, below) with the app’s administrator. Then confirm that the list of users to be deprovisioned matches expectations.   

• Complete automation of the workflow, run, and confirm results.

ELM Setup

1. Configure notification settings in Settings > Organization:

• Improve email delivery by setting up DKIM or SMTP under Notification Settings.

• In the same section, set up a Slack channel under Slack Notifications and check the box for ‘Suggestions for License Management workflows’

2. Set up email notifications for your profile:

• Click your profile initials or name at the top right of the account.
• Select My Account. 

• Click into the checkbox next to Suggestions for License Management workflows.

3. Set up basic configuration in Settings > Provisioning and Access:

• Configure Okta connector for (de)provisioning under SSO Connectors.

• Scroll down on the screen to set up users for global exemption from license reclamation under Global Exempt List.

4. Configure workflows from the Automation tab of any app.

5. Schedule workflows to run at specific intervals from the app’s Automation tab 

Related Resources, Guides, and How-tos

• Provisioning Workflows Overview
• Create Provisioning Workflows
• SCIM Provisioning Connectors
• Okta User Access Management Connector
• Rules for Provisioning Workflows