Integrating with Tableau Cloud

Integrating your Software Asset Management application with the Tableau Cloud application enables you to track your software subscriptions and to reclaim stale licenses.

Important: Minimize security risks and protect information by granting access only to the necessary user or API permissions.

Register a Tableau Cloud application

Register a Tableau Cloud application through the Tableau Cloud admin portal.

Before you begin

• Activate the Tableau spoke. For more information, see Tableau spoke.
• Tableau Cloud Role required: site administrator

Procedure

1. Use one of the following authentication types to validate ServiceNow instance requests with Tableau Cloud.

   • Personal Access Token (PAT)
   • JSON Web Token (JWT)

   • Validate ServiceNow instance requests with Tableau Cloud using the PAT authentication type.

     1. Log in to the Tableau Cloud account using admin credentials.
     2. Select your profile icon.
     3. Select My Account Settings.
     4. Scroll down to the Personal Access Tokens section on your profile page.

     5. In the text field, provide a token name.

        For example, Test 1.

     6. Select Create Token.

        The Personal Access Token is generated with a Token name and Secret.

     7. To copy the Personal Access Token Secret, select Copy Secret.

        Important:

        Keep the Personal Access Token Secret at a secure place. You would need it when you create a connection record for Tableau.

   • Validate ServiceNow instance requests with Tableau Cloud using the JWT authentication type.

     1. Log in to the Tableau Cloud account using admin credentials.
     2. Select your profile icon.
     3. From the left-pane, select Settings.
     4. Select the Connected Apps tab.
     5. On the Connected Apps page, select the Direct Trust option from the New Connected Apps drop-down list.
     6. In the Create Connected App dialog box, fill in the Connected app name, Access level, and Domain allow list details.

     7. Select Create.

        The Connected App that you created gets displayed on the Connected Apps page. By default, the Connected App is inactive.

     8. To enable the Connected App, select the ellipsis icon

next to the Connected App name and then select Enable.

        The status of the Connected App shows as enabled.

    9.  Select the Connected App name.

        Keep the Secret ID and Secret value at a secure place. You would need it when you create a connection record for Tableau.

    10. To copy the Client ID, select **Copy Client ID**.

        Keep the Client ID at a secure place. You would need it when you create a connection record for Tableau.

Create a Tableau Cloud integration profile

Create an integration profile to track software subscriptions and optimize licensing for the Tableau Cloud service.

Before you begin

To create a Tableau Cloud integration profile, request the Software Asset Management - SaaS License Management plugin (sn_sam_saas_int) from the ServiceNow Store.

ServiceNow Role required: sam_integrator

Important: You must select the Software Asset Management integration with Tableau check box for this integration while installing optional features on the Application Manager page. For more information about choosing the required SaaS applications, see Request SaaS License Management.

About this task

If you’re using the Software Asset Workspace, the option to create the integration profile in Core UI is inactive.

Procedure

1. Navigate to the integration profile.

1. On the form, fill in the fields.

1. Review the required user roles or API permissions specified in the Vendor configuration field for each process to minimize security risks and optimize SaaS licenses.

   Note: For more information, see Minimal user permissions table.

   1. In the Download Subscription Subflow section, verify that the Subflow field is set to Tableau Cloud Download Subscriptions.

      Note: The Download subscriptions check box is selected by default and you can't clear it.

   2. In the Reclaim Subscription Subflow section, verify that the Subflow field is set to Tableau Cloud Reclaim Subscription.

      Note: The Reclaim subscriptions check box is selected by default. If you don't want to reclaim subscriptions, you can clear this check box. If you clear it, the removal candidates are created but the reclaim subscription subflow isn't triggered or the reclamation process isn't initiated.

2. Select Save.

   A draft integration profile is created.

   The Connection & Credential field appears and is automatically set to sn_tableau_spoke.TableauCloud.

3. Open the connection & credential aliases record by selecting the preview icon (

1. Select Open Record in the record preview.

2. Select the Create New Connection & Credential related link.

3. On the form, fill in the fields.

1. Select Create.

2. On the integration profile form, select Validate Connection to verify the connection and credential details of this integration.

   Validating the connection verifies the Download Subscriptions APIs, but not the Reclaim Subscriptions APIs.

3. Select Publish.

4. In the Publish Confirmation dialog box, select OK.

What to do next

After the integration connects, your ServiceNow instance automatically creates software models, reclamation rules, and software subscriptions that are refreshed daily.

After creating an integration profile, view information about the profile in the Software Asset Workspace by navigating to License operations > User subscription > Direct integration profiles. You can select an integration profile to view the following related lists. If all of the following related lists aren't visible for an integration profile in the default view, you can select the custom integration view from the Details tab:

• Software Models
• Unrecognized Subscription Identifiers
• Scheduled Jobs
• Scheduled Job Results
• Software Subscriptions
• Subscription Identifier Exclusion Rule
• Subscription User Exclusion Rule

After creating an integration profile, you can define subscription exclusion rules to keep certain subscriptions from license cost calculations. For more information, see Subscription exclusions for SaaS and SSO applications.

If you want to set up multiple integration profiles with unique connections, create child aliases to manage different configurations and settings for each integration profile. For more information, see Create a child alias to set up multiple integration profiles.

Review all automatically generated reclamation rules to reclaim user subscriptions. For more information, see Review a software reclamation rule.

Create software entitlements for the automatically generated software models to track used software against owned software.

• For more information on creating software entitlements in the Software Asset Management Core UI, see Create entitlements in Software Asset Management Core UI.
• For more information on creating software entitlements in the Software Asset Workspace, see Create entitlements in workspace.
• For more information on creating software entitlements using the Software Asset Management Playbook, see Create entitlements using the guided walk-through.

Reconciliation also runs on your subscriptions as a scheduled job or on-demand. You can view your reconciliation results in the License Workbench (Software Asset Management classic application) or the License usage view (Software Asset Workspace). Use these results to determine your license compliance position and to remediate any non-compliance.

• For more information on running reconciliation in the Software Asset Management classic application, see Run software reconciliation in Software Asset Management classic.
• For more information on running reconciliation in the Software Asset Workspace, see Run software reconciliation in the workspace.