Binadox Quick Start | Binadox - SaaS management

Binadox Quick Start

1. 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 where you organize the process of monitoring and spend optimization for various cloud and subscription services.
In your Binadox account, you may create multiple workspaces and organize required levels of access for your employees based on the tasks they accomplish.

1. To create your first Workspace on Binadox, go to the My Workspaces home page, click the New Workspace button.

fig.1-New-Workspace-QuickStart

2.Enter a Workspace name, write a short description (optionally), and select a payment plan. Click Create Workspace. You will be redirected to the payment gateway to make a payment. After the transaction is complete, you will be notified that the payment has been successfully made and you will be able to get started.


fig.2-Create-Workspace-QuickStart

1.1 Demo Workspace

A Demo Workspace was developed to help you to get acquainted with Binadox. It provides you with read-only access to dashboards with pre-loaded metrics and graphs that you would see after connecting your applications and cloud services with Binadox.

Proceed to the Demo Workspace to get familiar with the user interface and see Binadox features in action.


fig.3-Demo-Workspace-QuickStart

1.2 Switching Between Workspaces

To switch between Workspaces you need to click on the workspace icon in the top left corner. Select Switch Workspace in the drop-down list. After doing this you will be redirected to the My Workspaces home page. Here you can choose and open the required workspace.


fig.4-Switch-Workspace-QuickStart

1.3 Managing a Workspace

Permissions:
Admin permissions are required to manage a Workspace.

From Workspace Settings, you can customize your Workspace details, upgrade your current subscription, manage Workspace members.

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


fig.5-Manage-Workspace-QuickStart

1.3.1 Workspace Roles and Permissions

An administrator assigns roles for each user within a Workspace. The role defines permissions to view or manage specific 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.

1.3.2 Inviting New Members

Permissions:
Admin permissions are required to invite members to a workspace.

To share a workspace with your co-workers or external specialists you need to invite them to your Workspace.

Please follow the instruction to invite a user to a Workspace:

1. Click on the workspace icon in the top left corner. Select Manage Workspace from the drop-down list;
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;
4. Select a Workspace role defining the required level of permissions;
5. Click Send Invite.


fig.6-Send-Invite-QuickStart

1.3.3 Accepting a Workspace Invitation

To join a workspace you need to check your mailbox for an email invitation.

The followings steps are required to accept a Workspace Invitation:
1. Open the invite email sent by an Admin;
2. Click on the Accept Invite button;
3. Log into your existing account;
4. Find the shared workspace in the My Workspaces list on the home page.

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

1.3.4 Changing Workspace Roles

Permissions:
Admin permissions are required to change the role of a workspace member.

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 permissions he/she has, hover the mouse pointer over the workspace role.
3. To change a workspace role, click on it. Select the required role in the dropdown list.


fig.7-Change-Roles-QuickStart

1.3.5 Deleting a Workspace Member

Permissions:
Admin permissions are required to delete the user from a Workspace.

1. To remove the user 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/her name.


fig.8-Delete-Member-QuickStart

1.3.6 Changing a Workspace Name and Description

Permissions:
Admin permissions are required to rename a workspace or add a description.

You can 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 all required changes and click Save.


fig.9-Edit-WS-Name-QuickStart

1.3.7 Updating Subscription Details

Permissions:
Admin permissions are required to update subscription details.

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

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

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.

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


fig.10-Subscription-Details-QuickStart

1.3.8 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.

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.

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.


fig.11-Leave-Workspace-QuickStart

1.4 Deleting a Workspace

Permissions:
Admin permissions are required to delete a Workspace. A workspace with an active subscription that is shared with other members cannot be deleted. Remove all the members first. A workspace with an 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.12-Delete-Workspace-QuickStart

2. Connect Applications and Clouds

Permissions:
Admin or standard permissions are required to connect applications and cloud environments.

To start monitoring your cloud spend you need to connect applications and cloud environments first.

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

2.1 SaaS

The list of supported SaaS applications is available in the SaaS section.
To start integration, click on a card of the application that you want to connect with Binadox or type its name in the search bar. After clicking on the required application, complete configuration steps to finish up the connection process.


fig.13-Connections-SaaS-QuickStart

Cards of connected applications will display such parameters as Utilization, Annual Cost, and Potential Savings. Note that data processing may take some time.


fig.14-Connections-SaaS-QuickStart

Binadox also allows you to connect SSO systems for discovering applications (supported by Binadox) that are used by employees in your organization and authenticated via these SSO and third-party login services.
Cards of applications discovered by the SSO systems such as Okta or OneLogin will be marked by the star icon.


fig.15-Connections-SaaS-QuickStart

2.2 Cloud Cost Analysis

To start monitoring Cloud spend an admin needs to proceed to the Cloud Cost Analysis section and connect required cloud providers.
After clicking on the required cloud provider, it is necessary to complete configuration steps to finish up the connection process.


fig.16-Connections-IaaS-QuickStart

Once cloud accounts are connected users will be able to see the Cloud Cost Analysis dashboard which includes detailed information on spending for each cloud account.


fig.17-Connections-IaaS-QuickStart

2.2.1 Tagging

Tagging as a tool is required to label, collect and organize cloud resources. Admin/ Standard can tag resources that are shared between multiple projects, departments, or by the entire company to see if the cost-generating resources are allocated wisely.
Besides, the system allows setting the threshold value for activating alerts on tagged resources budget. Once the budget is exceeded the notification is sent to the integrated notification channel.
Not only it increases the efficiency of cost allocation reporting but also gives valuable insights into the way operations management is functioning.

Start working with Tags

To start working with the Binadox Tagging tool an Admin/ Standard needs to open the Cloud Cost Analysis tab from the side menu.
To see the information on connected payment accounts a user stays on the Payment Account tab and works directly with a particular AWS or Azure cloud account. A user can click on the cloud account and start monitoring key consumption and budget metrics presented in cards, graphs, and charts.
To organize particular cloud resources an Admin/Standard needs to click on the Spend by Tags tab. This tab includes the information extracted from the connected cloud accounts on already existing tags. The detailed information for a tag can be seen once a user hovers over a tag card and clicks on the More information sign.
Once an Admin/Standard clicks on the Map tags button it brings him/her to the B-tag setting page. From this page, an Admin/Standard can establish parameters for grouping resources by a tag. Resources grouped by the Binadox tagging tool will be marked by B-Tag blue label (B-tag = Binadox tag).

To create a B-tag an Admin/Standard needs to follow the instruction:
1. Name a B-tag
2. Click twice to change a newly created value name
3. Specify filtering parameters (key and value) and choose logic operations (OR, AND, NOT) applied to them.
Example: Operation [OR] – Key [Region], Value [USA].
Operation [OR] – Key [Region], Value [US].
In this case, the system will try to find both [USA] and [US].
4. Created conditions can be arranged in groups to create complex conditions. To create a new group of conditions (if required) click on the +Group button and continue settings. (Group nesting level is limited to 3 groups)
5. Once everything is set click on the green Save Value button. Notice please that saving changes is a must to proceed to the next step.
6. Before actually applying B-tag settings to sources click on the Dry Run button and check if the data was found correctly.
7. After saving settings for one value create settings for another one (if required) by clicking +New Value
8. Once value settings are saved click the Assign B-Tag button .

Once tag information is extracted or B-tag is established a user can see its spending statistics (for a tag in general and each particular value within a tag) and set the threshold value for activating alerts once the budget is exceeded. Tagged resources can be filtered by value, service, payment account, and region.

3. Financial Systems

This section allows manually Upload invoices that contain the up-to-date pricing data or Сonnect systems (Gmail, QuickBooks, Xero, Zoho Books) for enabling automatic invoice upload for more accurate calculations and spend optimization analysis.

To get more accurate calculations it is required to upload invoices manually or connect systems that collect invoices. Once invoices are uploaded (manually or via the financial system) a user can see a detailed table on the product spend.

4. Advice

Note:
The Advice feature allows you to get customized recommendations on potential savings and security issues to manage your company’s expenses in relation to your business needs.

Recommendations (i.e. advice) are generated for connected applications or cloud providers. To receive automatic advice, connect applications and clouds you want to monitor.

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.

The Planning advice category presents recommendations on driving corrective actions to resolve such issues as expiring reserved instances, overlapping applications, unused seats, failed, and debt payments.


fig.18-Advice-QuickStart

5. Alerting and ticketing

Important:
Admin or standard permissions are required to create tickets and connect ticketing and notification systems.

Binadox provides not only in-app notifications to keep users aware of any newly generated Advice while they are in the system but also the possibility to connect external alerting and ticketing systems.

Integration with ticketing and notification systems allows forwarding 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.

To connect alerting and ticketing systems proceed to the System configuration section in the navigation menu, then choose Alerting and ticketing.

Once you click on the green Add System button, the list of supported systems will appear. Choose the system you find the most convenient for you or your team.


fig.19--Add-Alerting_System-QuickStart

After ticketing and notification systems have been connected, click Advice in the navigation menu on the left. Find the advice you want to act on and click on it.


fig.20-Choose-Advice-QuickStart

Click the Create Ticket button.


fig.20-Create-Ticket-QuickStart