Binadox Quick Start | Binadox - SaaS management

Binadox Quick Start

1. Overview

This Quick Start provides information on how to get started with Binadox.

Binadox is a multi-cloud SaaS and IaaS usage monitoring and cost optimization platform. It features:

– Usage monitoring of software licenses and cloud subscriptions in your organization.
– Analysis of software spend and utilization on a per-user basis.
– Assessment of cloud resource consumption, identification of inactivity and prevention of overspending on unused services.
– Tracking of actual spend against budgets across multiple cloud providers.
– Automatic cost saving and security recommendations.

Note:
Expanded integration guides of supported applications and cloud providers with step-by-step instructions and screen illustrations are available on the appropriate configuration screens. For more information, see Clause 4. Connect Applications and Cloud Environments.


fig.1-Instructions-QuickStart

2. Get Started With a New Workspace

When you open Binadox for the first time, you are prompted to create a workspace.

A Workspace is a place to organize the process of usage monitoring and spend optimization of software licenses and cloud subscriptions by projects in your company, by divisions or even by different companies. You can connect certain applications in separate workspaces to isolate them as well as give access to these workspaces to different co-workers for collaboration.

Once inside a workspace, its member (or members) only has access to spend and usage data of applications connected in this workspace and his permissions are limited by his workspace role.

2.1 Creating a New Workspace

In your Binadox account, you may create multiple workspaces separate from one another to isolate data that they comprise and share each of them with your co-workers on a need-to-know basis.

1. From the My Workspaces home page, click the New Workspace button to create a new workspace.

fig.2-New-Workspace-QuickStart

2. Enter a workspace name, its description (optionally) and select a payment plan that suits your organization’s needs. Click Create Workspace. You will be redirected to the payment gateway to make a payment. After transaction is complete, you will be notified that the payment has been successfully made and you will be able to get started.

fig.3-Create-Workspace-QuickStart

2.2 Demo Workspace

To help you to get acquainted with Binadox, a Demo Workspace with read-only access to dashboards with pre-loaded metrics and graphs is available. It is designed to let you visualize and explore Binadox usage monitoring and cost optimization features. The data in the demo workspace is typical of what you would see after connecting applications and cloud environments with Binadox.

To see Binadox in action, in the My Workspaces list, click Demo Workspace and navigate the user interface.

fig.4-Demo-Workspace-QuickStart

2.3 Switching Between Workspaces

To move from one workspace to another, click on the workspace icon in the top left corner. Select Switch Workspace in the drop-down list. You will be redirected to the My Workspaces home page. Click on the name of the required workspace.

fig.5-Switch-Workspace-QuickStart

2.4 Managing a Workspace

Permissions:
To manage a workspace, admin permissions are required.

From Workspace Settings, you are able to change the name of a workspace or add a description, delete a workspace, see and update subscription details, add or remove workspace members, and change their roles.

To manage a workspace, click on the workspace icon in the top left corner. Select Manage Workspace in the drop-down list.

fig.6-Manage-Workspace-QuickStart

2.4.1 Workspace Roles and Permissions

All Binadox users have roles within a workspace. Each role defines permissions to see and interact with workspace data. A Binadox user may have different roles in different workspaces.

The following workspace roles are available in Binadox:

Permissions Read-Only Standard Admin
View graphs and metrics, automatic recommendations on potential savings and usage optimization, upcoming renewal dates of connected applications with related information.
Connect applications and cloud environments, set budgets, customize alerts, change system configurations.
Manage the workspace (view, add, remove workspace members and change their roles, delete the workspace), update subscription details.

2.4.2 Inviting New Members

Permissions:
To invite members to a workspace, admin permissions are required.

Unless you are working alone, you may share a workspace with your co-workers or third-party specialists so that they can see data or interact with the content depending on the role assigned to them by you.

1. Click on the workspace icon in the top left corner. Select Manage Workspace in the drop-down list.

fig.6-Manage-Workspace-QuickStart

2. From Workspace Settings, click on the Add Member button.

3. In the Add a New Member window, enter an email address of a person you want to invite to the workspace.

Select a workspace role with required level of permissions. Сlick on a radio button with a workspace role name to see permissions of a particular workspace role (for more information on available workspace roles, see Clause 2.4.1 Workspace Roles and Permissions).

Click Send Invite.

Note:
You will be able to change the selected role once a user accepts an invitation. For more information, see Clause 2.4.4 Changing Workspace Roles.


fig.7-Add-Member-QuickStart

2.4.3 Accepting a Workspace Invitation

To join a workspace that you have been shared with, check your inbox for an email invitation.

1. Click on the Accept Invite button.

2. Log into your existing account.

Note:
If a user does not have an account, he will be redirected to the sign-up form.

3. You will be able to find the shared workspace in the My Workspaces list on the home page.

2.4.4 Changing Workspace Roles

Permissions:
To change a role of a workspace member, admin permissions are required.

1. To change a member’s role within a workspace, click on the workspace icon in the top left corner. Select Manage Workspace in the drop-down list.

2. From Workspace Settings, find the member whose role you want to change. The current role is indicated next to his name in the Workspace Role column. To see the summary of permissions he has, hover the mouse pointer over the workspace role.

fig.8-Role-Summary-QuickStart

3. To change a workspace role, click on it. Select the required role in the dropdown list (for more information on available workspace roles, see Clause 2.4.1 Workspace Roles and Permissions).

fig.9-Change-Role-QuickStart

2.4.5 Deleting a Workspace Member

Permissions:
To delete a workspace member from a workspace, admin permissions are required.

1. To remove a workspace member from a workspace, click on the workspace icon in the top left corner. Select Manage Workspace in the drop-down list.

2. From Workspace Settings, find the member you want to delete. Click on the Delete button next to his name.

fig.10-Delete-Member-QuickStart

2.4.6 Changing a Workspace Name and Description

Permissions:
To change a workspace name or add a description, admin permissions are required.

You may change a workspace name or add a description anytime, if necessary.

1. Сlick on the workspace icon in the top left corner. Select Manage Workspace in the drop-down list.

2. In the Workspace Details section, click Edit to change a workspace name or add a description.

3. Make changes and click Save.

fig.11-Edit-WS-Name-QuickStart

2.4.7 Updating Subscription Details

Permissions:
To update subscription details, admin permissions are required.

Your subscription is automatically renewed on a recurring basis unless you decide to unsubscribe.

To change the payment plan or cancel your subscription, сlick on the workspace icon in the top left corner. Select Manage Workspace in the drop-down list.

From the Subscription Details section, click Change Plan to upgrade or downgrade your current payment plan.

Note:
You can change your active subscription at any time during your billing period. You will receive a prorated charge or be entitled for a prorated refund depending on the price of a new payment plan. A new plan will start from the upgrade date.

To cancel your subscription, click Unsubscribe. Note that the subscription will still be active until the end of the billing period. Then you and any workspace members will no longer have access to the workspace.

Important:
You can click Update to subscribe again and regain access to the workspace data.


fig.12-Subscription-Details-QuickStart

2.4.8 Leaving a Workspace

Permissions:
If you are the only administrator in the workspace, you will have to transfer your admin rights to another user before leaving it.

The list of all workspaces you have created or have been invited to is on the My Workspaces home page. If you do not need access to any workspace, you may leave it.

Important:
You will no longer have access to the workspace and all data associated with it until you are invited to the workspace again by a workspace administrator.

1. To leave a workspace, click on the workspace card on the My Workspaces home page to enter this workspace.

2. Click on the workspace icon in the top left corner. Select Leave Workspace in the drop-down list.

3. In the dialogue box, click Leave Workspace to confirm.

fig.13-Leave-Workspace-QuickStart

2.5 Deleting a Workspace

Permissions:
To delete a workspace, admin permissions are required. A workspace with active subscription that is shared with other members cannot be deleted. Remove all the members first. A workspace with expired subscription cannot be deleted, if you are not the only admin. In this case, please contact Customer Support for assistance.

1. To delete a workspace, сlick on the workspace icon in the top left corner. Select Manage Workspace in the drop-down list.

2. From Workspace Settings, click on the Delete Workspace button.

3. In the dialogue box, click Delete Workspace to confirm.

Important:
Deleting a workspace will permanently delete all data within it. This cannot be undone. Your subscription will be canceled.


fig.14-Delete-Workspace-QuickStart

3. Launch the Discovery Wizard

To get started with Binadox, you need to connect all required applications and cloud environments used by employees in your company, which usage and spending you would like to monitor and optimize. You can do it on your own by going to Connections in the navigation pane (see Clause 4. Connect Applications and Cloud Environments) or refer to a setup wizard called the Discovery Wizard for assistance. To launch the wizard, click the Discovery Wizard button on the home screen.

The Discovery Wizard will walk you through the integration process of SSO and third-party login services (such as Office 365, Google G Suite, Okta, etc.). It enables the Discovery feature that instantly locates all applications that are used by employees in your organization and that are authenticated to via these SSO and third-party login services. Connect these applications the same way you did with the wizard’s assistance to receive their usage, spend and user data for optimization.

Note:
To see SaaS applications discovered by Binadox, navigate to the SaaS tab. For more information about Discovery, see Clause 4.3 Third-Party Login Services, SSO and Accounting Software.


fig.1-Discovery-Wizard-QuickStart

4. Connect Applications and Cloud Environments

Permissions:
To connect applications and cloud environments, admin or standard permissions are required.

To connect applications and cloud environments for usage monitoring and spend optimization, go to the Connections section in the navigation pane. Choose the category (SaaS, IaaS, Discovery, Notifications) by clicking on the required tab.

On the Connections page, there are subscription limit counters that indicate the remaining number of SaaS and IaaS connections available for monitoring within the current subscription.

Note:
You may upgrade your subscription any time to increase the number of available connections by clicking the Upgrade button.


fig.1-Connections-QuickStart

4.1 SaaS Applications

The list of supported SaaS applications is available in the Connections section on the SaaS tab.

Note:
The subscription limit counter indicates the remaining number of SaaS connections available for monitoring within the current subscription. You may upgrade your subscription any time to increase the number of available SaaS connections by clicking on the Upgrade button.

Icons of connected applications will be marked with green. Icons of applications discovered by the Discovery feature will be yellow and indicated with a Discovered mark. To filter discovered, connected or disconnected applications, select the required checkboxes. The applications can also be filtered by categories by putting a tick mark against the required category.

To quickly locate an application in the list, type in its name in the search bar or use an alphabetical filter by clicking on the first letter of an application name.

fig.2-Connections-SaaS-QuickStart

To start integration, click on an icon of the application that you want to integrate with Binadox. Complete configuration steps by filling in the required fields.

Note:
Before you begin, please refer to Instructions at the top. Also, pay attention to tooltips next to field names. Click on a tooltip icon to see it. To get assistance with configuration, click the Contact Support button in the footer.


fig.3-Instructions-SaaS-QuickStart

Upon successful connection of an application with Binadox, its connection status will switch into Connected. Note that data processing may take some time. However, you may continue to use Binadox. All data will be updated in the background.

To connect an additional account, click New Connection. To integrate another application, click Back.

fig.4-Status-Connected-SaaS-QuickStart

4.2 Cloud Environments

The list of supported cloud providers is available in the Connections section on the IaaS tab. Icons of connected environments will be marked with green.

Note:
The subscription limit counter indicates the remaining number of IaaS connections available for monitoring within the current subscription. You may upgrade your subscription any time to increase the number of available IaaS connections by clicking on the Upgrade button.


fig.5-Connections-IaaS-QuickStart

To start integration, click on an icon of the cloud provider that you want to integrate with Binadox. Complete configuration steps by filling in the required fields.

Note:
Before you begin, please refer to Instructions at the top. Also, pay attention to tooltips next to field names. Click on a tooltip icon to see it. To get assistance with configuration, click the Contact Support button in the footer.


fig.6-Instructions-IaaS-QuickStart

Upon successful connection of the cloud environment with Binadox, its connection status will switch into Connected. Note that data processing may take some time. However, you may continue to use Binadox. All data will be updated in the background.

To connect an additional account, click New Connection. To integrate another cloud environment, click Back.

fig.7-Status-Connected-IaaS-QuickStart

4.3 Third-Party Login Services, SSO and Accounting Software

The list of supported SSOs, third-party login services and accounting software is available in the Connections section on the Discovery tab. They can be filtered by categories by putting a tick mark against the required category. Icons of connected applications will be marked with green.

Financial System Category
Connection of accounting software enables discovery of invoices and their automatic extraction from the software to Binadox for more accurate spend optimization analysis.

fig.8-Financial-Systems-Discovery-QuickStart

SSO and Third-Party Login Category
Connection of SSO and third-party login services allows you to discover all applications that are used by employees in your organization and authenticated to via these SSO and third-party login services.

fig.9-SSO-Discovery-QuickStart

To start integration, click on an icon of the application that you want to integrate with Binadox. Complete configuration steps by filling in the required fields.

Note:
Before you begin, please refer to Instructions at the top. Also, pay attention to tooltips next to field names. Click on a tooltip icon to see it. To get assistance with configuration, click the Contact Support button in the footer.


fig.11-Instructions-SSO-QuickStart

Upon successful connection of an application with Binadox, its connection status will switch into Connected. Note that data processing may take some time. However, you may continue to use Binadox. All data will be updated in the background.

To connect an additional account, click New Connection. To connect another application, click Back.

fig.12-Status-Connected-SSO-QuickStart

Discovered applications will appear on the SaaS tab and be indicated with a Discovered mark. To filter them, select the Discovered checkbox (see Clause 4.1 SaaS Applications on how to connect them with Binadox).

fig.10-Discovered-Mark-QuickStart

4.4 Ticketing and Notification Systems

With ticketing and notification systems configured, you will be able to create tickets and be immediately notified of any critical activity related to spending and usage of integrated applications and cloud environments.

The list of supported ticketing and notification systems is available in the Connections section on the Notifications tab. Connected applications will be marked with green.

fig.13-Connections-Notifications-QuickStart

To start integration, click on an icon of the application that you want to integrate with Binadox. Complete configuration steps by filling in the required fields.

Note:
Before you begin, please refer to Instructions at the top. Also, pay attention to tooltips next to field names. Click on a tooltip icon to see it. To get assistance with configuration, click the Contact Support button in the footer.


fig.14-Instructions-Notifications-QuickStart

Upon successful connection of an application with Binadox, its connection status will switch into Connected. Note that data processing may take some time. However, you may continue to use Binadox. All data will be updated in the background.

To connect an additional account, click New Connection. To integrate another application, click Back.

fig.15-Status-Connected-Notifications-QuickStart

5. Act on Advice

The Advice feature delivers automatic smart recommendations on calculated potential savings and detected security vulnerabilities a user needs to pay attention to. Automatic Advice eliminates manual review of user accounts and hours of cost calculations, assists ITAM professionals in making spend optimization more efficient, as well as minimizes the risk to overlook application inactivity, underutilization or security holes. Recommendations are justified by in-depth metrics.

All recommendations are subdivided into two main categories: potential savings and security issues. The Savings advice category covers issues related to annual potential savings that the system automatically calculates for its users. Their purpose is to optimize spending on user licenses, cloud environments and services as well as their utilization across an entire organization. The Security advice category aims at detecting vulnerabilities related to misconfigured permissions, unrestricted access or other security holes that may result in exposing sensitive data or data loss.

5.1. Receiving Automatic Recommendations

Recommendations (i.e. advice) are generated for a connected application or cloud provider. To receive automatic advice, connect applications and cloud environments you want to monitor, optimize and secure (see Clause 4. Connect Applications and Cloud Environments).

fig.1-Advice-List-QuickStart

5.2. Getting Notifications and Opening Tickets

Permissions:
To create tickets, admin or standard permissions are required.

When you have new advice, a green badge appears next to Advice in the navigation pane on the left. In-app bell notifications also keep users aware of any newly generated advice while they are in the system.

Seamless integration with ticketing and notification systems allows to forward a ticket on generated advice to external systems you use in your workflow, so you can assign it to the person who should work on an issue.

After ticketing and notification systems have been connected (see Clause 4.4 Ticketing and Notification Systems), click Advice in the navigation pane on the left. Choose the required category by clicking on the Savings or Security tabs. Find advice you want to act on and click on it.

Click the Create Ticket button.

fig.2-Create-Ticket-QuickStart