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 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. Integrate Applications and Cloud Environments.


fig.1-Instructions

2. Choose a Workspace

When you open Binadox for the first time, you are prompted to choose 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 Getting Started with a Workspace

When you have registered for a Binadox account, a new workspace has been automatically created under your email address. Click it to get started.

fig.1-Workspace

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 providers with Binadox.

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

fig.2-Demo-Workspace

2.3 Creating a New Workspace

Permissions:
To create workspaces in a Binadox account, admin permissions are required.

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. Click on the profile icon in the top right corner. Select Switch Workspace in the drop-down list. You will be redirected to the My Workspaces list.

2. To create a new workspace, click on the New Workspace button.

fig.3-New-Workspace

3. Enter a workspace name and a description (optionally). Click Create Workspace.

fig.4-Create-Workspace

2.4 Switching Between Workspaces

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

fig.5-Switch-Workspace

2.5 Managing Workspaces

Permissions:
To manage workspaces, admin or workspace admin permissions are required.

From the workspace management view, you are able to change the name of a workspace and add a description, if necessary, see the list of all workspace members, add or remove them, and change their roles.

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

fig.6-Manage-Workspace

2.5.1 Changing a Workspace Name and Description

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

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

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

2. To change a workspace name or add a description, click on the corresponding edit icons. Save changes by clicking on the check icon.

fig.7-Edit-Workspace-Name

Note:
By default, the name of the workspace created automatically after account registration is your email address.

2.5.2 Inviting New Members

Permissions:
To invite members to a workspace, admin or 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 profile icon in the top right corner. Select Manage Workspace in the drop-down list.

2. From the workspace management view, click on the Invite New Member button.

fig.8-Invite-New-Member

3. In the Add a New Member view that opens on the right, enter an email address of a person you want to invite to the workspace. Select a workspace role with required level of permissions (for more information on available workspace roles, see Clause 2.5.4 Workspace Roles and Permissions). Click Send Invite.

Note:
You will be able to change the selected role once a new Binadox user accepts an invitation. For more information, see Clause 2.5.5 Changing Workspace Roles.


fig.9-Send-Invite

2.5.3 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 link.

2. Log into your existing Binadox account or register for a new account.

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

fig.10-Accept-Invite

2.5.4 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:

Admin
Permissions:
– View dashboards, renewals, cost and usage recommendations.
– Configure integrations (connect applications and cloud services), set budgets, customize alerts, change system configurations.
– Manage workspace members (view, add, remove users, change roles).
– Create and delete workspaces.

Workspace Admin
Permissions:
– View dashboards, renewals, cost and usage recommendations.
– Configure integrations (connect applications and cloud services), set budgets, customize alerts, change system configurations.
– Manage workspace members (view, add, remove users, change roles).

Standard
Permissions:
– View dashboards, renewals, cost and usage recommendations.
– Configure integrations (connect applications and cloud services), set budgets, customize alerts, change system configurations.

Read-Only
Permissions:
– View dashboards, renewals, cost and usage recommendations.

When inviting a new member, click on a radio button with a workspace role name, to see permissions of a particular workspace role.

fig.11-Permissions

2.5.5 Changing Workspace Roles

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

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

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

fig.12-Permissions-Summary

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 2.5.4 Workspace Roles and Permissions).

fig.13-Change-Role

2.5.6 Deleting a Workspace Member

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

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

2. From the workspace management view, find the member you want to delete. Click on the Delete button next to his name.

fig.14-Delete-Member

2.6 Deleting a Workspace

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

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

fig.15-Delete-Workspace-1

2. From the workspace management view, click on the Delete Workspace button.

fig.16-Delete-Workspace-2

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

Important:
Deleting a workspace will permanently delete all data within it for you and anyone the workspace is shared with. This cannot be undone.


fig.17-Delete-Workspace-3

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 Integrations in the navigation pane (see Clause 4. Integrate 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.

Note:
To see SaaS applications discovered by Binadox, navigate to the SaaS tab. Integrate these applications the same way you did with the wizard’s assistance to receive their usage, spend and user data for optimization. For more information about Discovery, see Clause 4.3 Third-Party Login Services, SSO and Accounting Software.


fig.1-Discovery-Wizard

4. Integrate Applications and Cloud Environments

To integrate applications and cloud environments for usage monitoring and spend optimization, go to the Integrations section in the navigation pane.

fig.1-Integrations

4.1 SaaS Applications

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

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 checkbox. 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.1-Integrations-SaaS

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.2-Instructions-Tooltips-SaaS

Upon successful integration 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.3-Status-Connected-SaaS

4.2 Cloud Environments

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


fig.1-Integrations-IaaS

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.2-Instructions-Tooltips-IaaS

Upon successful integration 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 an account of another cloud provider, click Back.

fig.3-Status-Connected-IaaS

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 Integrations 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.1-Financial-Systems-Discovery

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.2-SSOs-Discovery

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 integrate them with Binadox).

fig.3-Discovered-Mark

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.4-Instructions-Tooltips-Discovery

Upon successful integration 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.5-Status-Connected-Discovery

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.

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

fig.1-Integrations-Notifications

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.2-Instructions-Tooltips-Notifications

Upon successful integration 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.3-Status-Connected-Notifications