Integrating with Roadmunk

  • Release version: Washingtondc
  • Updated August 1, 2024
  • 6 minutes to read

    • Integrating your Software Asset Management application with the Roadmunk application enables you to track your software subscriptions and to reclaim unused licenses.

    Important:
    Minimize security risks and protect information by granting access only to the necessary user or API permissions.
    Table 1. Minimal user permissions
    Process Required user role in the Roadmunk application Authentication scopes
    Download subscriptions Account Admin No scopes
    Pull user activity Account Admin No scopes
    Reclaim subscription Account Admin No scopes

    Generate a Roadmunk API access token

    Generate an API access token that authorizes access to the Roadmunk GraphQL API.

    Before you begin

    Roadmunk Role required: Account Admin

    Procedure

    1. From a web browser, open Roadmunk.
    2. Log in using your account admin credentials.
      The Roadmunk dashboard opens.
    3. On the left navigation menu of the Roadmunk dashboard, click your profile icon and then select Account Settings.
      Your account settings open.
    4. On the page header of your account settings, select the Integrations tab.
    5. Under Existing Integrations, click Add an integration.
    6. When prompted to select an integration to configure, select API Tokens.
    7. On the Roadmunk API Tokens form, enter a name for your API access token in the Application Name field.
    8. Click Create API Token.
      The API access token generates and then the API Token Created dialog box opens.
    9. On the dialog box, copy your API access token by clicking Copy To Clipboard.
      Save it in a secure location for later use.

    Create a Roadmunk connection

    Create a connection between your Roadmunk applications and your ServiceNow instance so that your instance can retrieve user data from your applications.

    Before you begin

    ServiceNow Role required: admin

    Procedure

    1. From your ServiceNow instance, navigate to Process Automation > Flow Designer.
      The Flow Designer launches in a new tab.
    2. Select the Connections tab.
    3. Locate your Roadmunk connection and then select Add Connection.
    4. In the dialog box, fill in the fields.
      Table 2. Create Connection dialog box
      Field Description
      Connection Information
      Connection Name Name of the Roadmunk connection. This field populates automatically.
      Connection URL URL for the connection. This field is automatically set to https://app-gateway.roadmunk.com, where app is the default geographic region (North America) in which the connection is being created.

      If you’re creating the connection outside of the default app (North America) region, you can change the value of the region to either eu (Europe) or apac (Asia-Pacific Region).
      Credential Information
      API Token API access token that authorizes access to the Roadmunk GraphQL API.

      Enter the same API access token that you generated in Generate a Roadmunk API access token.
    5. Select Create Connection.

    Create a Roadmunk integration profile

    Create a Roadmunk integration profile to track software subscriptions and optimize licensing for your Roadmunk applications.

    Before you begin

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

    ServiceNow Role required: sam_integrator or admin

    About this task

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

    Procedure

    1. Navigate to the integration profile.
      InterfaceAction
      Core UI
      1. Navigate to All > Software Asset > SaaS License > Direct Integration Profiles.
      2. Select New.
      3. Select Roadmunk Integration Profile.
      Software Asset Workspace
      1. Navigate to License operations > User Subscriptions > Direct integration profiles.
      2. Select New.
      3. Select Roadmunk from the drop-down list.
      4. Select Continue.
    2. On the form, fill in the fields.
      Table 3. Integration Profile form
      Field Description
      Display Name Name of the integration profile. For example, Roadmunk Integration.
      Connection & Credential Connection and credential alias for the Roadmunk spoke. This field is automatically set to sn_roadmunk_spoke.Roadmunk.
      Status Status of the integration profile. If you have not published the integration profile, this field is automatically set to Draft. If you have already published the integration profile, this field is automatically set to Published.
      Profile Type Type of integration profile. This field is automatically set to Roadmunk Subscription.
    3. On the Download Subscription Subflow tab, verify that the Subflow field is set to Roadmunk Download Subscriptions.
    4. On the Calculate Activity Subflow tab, verify that the Subflow field is set to Roadmunk Update User Activity Subflow.
      You can also select the date and time that you want to analyze user activity from in the Analyze user activity from field. By default, you can analyze user activity up to 60 days prior to the current date and view events performed by individual users from the time you create this profile.
      Note:
      Software Asset Management pulls the events from the time that you start analyzing user activity irrespective of the profile creation date.
      You can modify this value in the Last activity threshold field of your software reclamation rules. For more information, see Review a software reclamation rule.
    5. On the Reclaim Subscription Subflow tab, verify that the Subflow field is set to Roadmunk Reclaim Subscription.
    6. Click Save.
      Your ServiceNow instance creates a draft integration profile. The integration profile uses the Roadmunk Download Subscriptions and Roadmunk Update User Activity subflows to retrieve user data from the Roadmunk application.
    7. Optional: To prevent your integration profile from including inactive users in your list of Roadmunk subscriptions, enable the Roadmunk Download Subscriptions subflow to download only the active users in your Roadmunk account.
      By default, the Roadmunk Download Subscriptions subflow downloads all users in your Roadmunk account, including both active and inactive users.
      1. In a new tab or window, open Roadmunk.
      2. Log in using your Account Admin credentials.
        The Roadmunk dashboard opens.
      3. On the left navigation menu of the Roadmunk dashboard, click your profile icon and then select Account Settings.
        Your account settings open.
      4. On the page header of your account settings, select the Reports tab.
      5. From the list of available Roadmunk reports, click Download User CSV.
        The Roadmunk User Report downloads in CSV format.
      6. Return to the Integration Profile form.
      7. On the form header, click the Manage Attachments icon (Manage Attachments icon.).
        The Attachments dialog box opens.
      8. On the dialog box, click Choose file to locate and select the Roadmunk User Report that you downloaded in step e.
      9. After the report uploads successfully, close the dialog box to return to the Integration Profile form.
      Tip:
      ServiceNow recommends that you download and attach the latest version of the Roadmunk User Report periodically so that you can continuously remove inactive users from your list of Roadmunk subscriptions.
    8. Click Publish.

    What to do next

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

    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.
    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.