Zylo

Communicating the progress and wins of your SaaS management program is critical to driving success. This session will explore how to use Zylo’s saved filters and reporting to evangelize both the scale of the problem and the impact you’re delivering with your SaaS management program.&nbsp;

Casey Feliciano

Senior SaaS Consultant, Zylo

Communicating the progress and wins of your SaaS management program is critical to driving success. This session will explore how to use Zylo’s saved filters and reporting to evangelize both the scale of the problem and the impact you’re delivering with your SaaS management program. 



Zylo 101: Reporting & Saved Filters

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SaaS is the future of software, the foundation of the hybrid workplace and the cornerstone of employee effectiveness.If you are an IT, Software Asset Management, or Procurement professional or executive looking to harness the power of your SaaS,&nbsp;optimize your investments, save money, and grow your business, check out these sessions from SaaSMe - the Enterprise SaaS Management Event powered by Zylo.

SaaSMe - The SaaS Management Event

Casey Feliciano: Thanks so much for joining today's SaaS MU session, Zylo 101 reporting and save filters. My name's Casey Feliciano and here. I'm a senior Saas consultant here at Zylo. During today's session, I aim to provide you a view into how you can customize things like fields, filters, and even Insights in Zylo to help you leverage your data and prepare various reports. This is of course specific to your internal processes, but I hope that you walk away today with a better understanding of the platform's flexibility and even extensibility in reporting against your data. As we look at the Zylo value framework, this topic spreads across several, if not all, pillars of the methodology. The Zylo value framework is again what we use when partnering with our customers to map the specific business objectives and even help them reach their goals when managing SaaS. And, though it spans across several pillars, it certainly starts with that very first pillar, continual centralized SaaS discovery, because you can't report on what you can't see. Zylo's proprietary matching model will identify your SaaS portfolio, so that your team can track and report on overall financial impact down to the very application or even the transaction. You then be able to layer in things like contract data, ownership details to track upcoming renewals, directly integrate crucial business systems, and even map apps behind SSO to review usage or adoption metrics. And, even the flexibility of importing and tracking critical points of data from disparate sources using custom fields. This is all in an effort to build out your SaaS single source of truth. As we look at this slide, we can begin to imagine how maintaining and bolstering your data in Zylo will aid in reporting on things like a potential risk to the organization, upcoming renewals by owner, and opportunities to right size, and maybe even the end results or impact of your hard work by reporting on a trend and reduction of spend year over year. We'll hop into Zylo for a live demo in a little bit, but let's first set the stage. Within many of the tabs in Zylo, you'll have the chance to customize its various grids or tables by... Let me just go up here and show you that you can choose to hide or show desired fields. Sort these fields in an order that delivers the most impact and even filter using criteria specific to your use case. After customizing the grid, you have the chance to recall it as a save filter, not to mention the ability to set one of these filters as a default view, so that it's the very first thing you see when you jump into a tab. As part of the save filter, Zylo will also begin to find areas of focus from the very first load of financial, contract and usage data. That data will power what is called Zylo Insights. These are out- of- the- box filters that will identify opportunities for cost savings, cost avoidance, and even provide visibility and potential risk to your organization. Many of these save filters can be found at the subscription level and at the user grid at the application level. So, let's go ahead and take a look at how we can shape these fields in Zylo and practice the tools we've just reviewed on these slides. I'll pop into the Zylo here and I'll go directly to the subscription script using that navigation bar at the very top there. Notice on this page you have summary cards as well as a visualization and a subscriptions grid below, further down the page. These are all dynamic and will be updated as soon as we begin to apply filters. The visualization itself can be interacted with and updated using the dropdown menu and even downloaded for your reports using that download icon on the very right. Also, notice that as I hover or mouse over these fields or headers on the subscription grid, a tool tip will appear. This is beneficial, especially when you're trying to decipher what that data is representative of. The filters button can be found along the top control bar near the navigation menu up top. And, this is where you can leverage several out of the box data points to set your desired criteria. So, let's actually take a look at a few examples that my team has helped to map to specific use cases. Let's think about tracking upcoming renewals of a certain threshold and finding out who we can work with in the business to execute on them. So, let's go ahead and start to filter on annual spend of let's say, greater than or equal to... That's the wrong one. Happens on the live feed. Greater than or equal to 50K. Hit apply and you can see that it's updated the grid and the summary cards and the visualization. We can actually layer in another piece of the data here, so we can laser in on the subset of applications that we'd like to action on. So, let's go ahead and take a look at those renewals that are upcoming. So, let's look at contract end date in the next 120 days. Hit apply there. So, once we've established our desired filters, we can then review our filter logic directly below that bar. So, you'll see right there with all of our filter logic. I can also review the updated summary cards and the visualizations and the subscriptions grid further down the page there. Since we're trying to have a report here where we can bring in some owner details, let's go ahead and leverage the fields button on the far right of that subscriptions grid. The panel will slide from the right and we have our field picker once we select choose fields. So, let's bring in those owner fields. Currently they're hidden, but just clicking on those particular records, we'll then turn them blue and let's actually layer in some fiscal year data as well, so we can track trending spend in the last couple years. So, let's expose this last one here. And, before I actually hit close, I'll hit sort fields and I'll move them around in a matter that makes the most impact. So let's move that last fiscal year spend over on top of fiscal year to date spend, and then I'll hit close. Now that we have our filter set up exactly how I like it, we can then save as a new filter. So, there's a control here we can save that as a new filter and I can choose, let's actually name it first. And, I can choose to save this as my filter or as a team filter. If I save it as my filter, it would only be accessible to me, whereas the team filter could be retrieved by anyone that has access to my Zylo instance. I'll go ahead and do that for this example. Click on that check bar box and hit save. And, now let's imagine, I've just saved this new filter. I socialize this across my team, and as that new team member, I'm going to go into Zylo, go into the subscriptions grid, click on save filters, navigate to that save filters button, and then retrieve that new filter within the team filters. So, I'd find that at the very bottom here, upcoming renewals of 50K plus that I've just created, recalling that with the exact same information. I can go ahead and download this as well so I can use that download icon on the far right of that grid, and it'll ask me if I'd like to download that CSV file. But, a major benefit of saving as my filter is that we can set it as your default view so that we can be greeted by this data each time I open Zylo at the subscription level. So, let me go ahead and save this filter again, but instead I will call it my view. Click on save. I'll go to the save filters once again and navigate to my filters and toggle. That's set as default control. Now, imagine I come into Zylo, refresh my page actually. I'll go into subscriptions and you'll see it populates that new my default view. This is important especially, because you're getting to the data that is most important to you with the least amount of clicks. You may have also noticed that clicking into save filters, I have access to those powerful out- of- the- box filters called Zylo Insights. We can leverage these to highlight areas of opportunity like expensed items, expensed applications there, and even multi- channel spend where we're addressing purchasing inefficiencies. So again, Zylo's identifying these areas opportunity from the very first load of financial contract usage data, and it's all providing it to you via these Zylo Insights. Let's take a closer look at the user grid, since we know that we can customize those reports as well. Let's take a look at that filter that we just looked within my, and I'll return a default view here so I can get to my view. I know that Zoom is coming up for renewal, so I'll go ahead and click on that and click on the user's tab. That'll take me to the user's grid, which then, because this is directly integrated, I can click on the save filters and find out what Zylo Insights I have to leverage. I have deprovisioned users as well as downgrade users, and let's take a look at deprovision users there. So again, I'm able to take this information quickly. A few clicks, and I can even update this as well. So, if I wanted to take a look at not days active of the last 90, I can look at it from the last 61 days or so. I'll use the visualization here to just add those three buckets of time, and that's changed my users, the amount of users that I could deprovision, and I can actually save this as a new filter and socialize that across my team numbers as well. Okay, so let's take a look at where we are on the deck here. So, so far we've dived pretty deep into looking at the subscription level. But, I also want to be sure that I mentioned reporting capabilities in the team and spend tabs. Within the team tab, you can report against various points of data drill down to each employee at the organization. This is especially relevant when identifying things like top expensing users, most recently expensing users, and even analyzing applications that are still assigned to former employees not in your primary store. Now, from the spend tab, your team has the power to report against all financial transactions ever discovered by Zylo. You can imagine how powerful this would be when reporting on things like date of transaction, the type of expense, whether that be AP or through the expense channels, the source of the data, and even the employee expensing the transaction. Great. So, now I've covered pretty much the basics of the subscription level, the teams tab, the spend tab, and even the application level. I'd like to ask you to review other parts of the platform to enhance your reporting out of the Zylo system. In fact, you can also check out one of the next sessions led by Joan and Mark from our product team right after this where they'll break down the contract center. This is a new contracts UI in which we'll be able to view all agreements at the supplier level. This is a new experience, a new UI where you'll be able to track the status of a renewal and even report against even more contract details than ever before. And, that session's called Conquer the Chaos of SaaS contracts. Also, review the Insights tab. This tab serves up key portfolio usage and even benchmark data in a consumable manner so that you can track the overall health of your SaaS portfolio. And, just like we saw from the demo, many of these can be found on the subscriptions tab as well. The app overview. This is a view where you can find at the application level and gather various trends and opportunities that can be reviewed and downloaded for your presentations and even your reports. Fiscal year reporting in which you can track your application spent through your own terms. This can be especially important as you budget for your applications and report on fiscal year trends year over year. And lastly, HRIS data. This is where you can import your HR data, your HR feed, through an S3 bucket or through an CSV upload. Once enabled, your team will be able to map fields tied to your HR system and curate even more meaningful data to drive additional action. And, that is everything that I have for you. I appreciate you jumping in here and letting me talk about Zylo reports and save filters. I can actually... Since we have a few minutes here, take a look at the chat and then see if there's any questions. Doesn't look like it, so maybe we can give you back some time and then get you ready for that Conquer Your SaaS Contracts here. Thanks so much. Again, my name's Casey Feliciano, and if you have any questions, feel free to reach out to any of your friendly SaaS consultants. We'll be able to kind of map what the next steps might be in your reporting journey.