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.
Table 1. Minimal user permissions
Process Required user role in the Tableau Cloud application Authentication scopes
Download subscriptions site administrator None
Pull user activity site administrator None
Reclaim subscription site administrator None

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

Use one of the following authentication types to validate ServiceNow instance requests with Tableau Cloud.
  • Personal Access Token (PAT)
  • JSON Web Token (JWT)
  1. 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.

  2. 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 (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: admin or sam_integrator

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.
    InterfaceAction
    Core UI
    1. Navigate to All > Software Asset > SaaS License > Direct Integration Profiles.
    2. Select New.
    3. Select Tableau Cloud.
    Software Asset Workspace
    1. Navigate to License operations > User Subscriptions > Direct integration profiles.
    2. Select New.
    3. Select Tableau Cloud from the drop-down list.
    4. Select Continue.
  2. On the form, fill in the fields.
    Table 2. Integration profile form
    FieldValue
    Display name Name of the integration profile. For example, Tableau integration.
    Connection and Credential Connection and credential alias for  Tableau Cloud. This field is automatically set to sn_tableau_spoke.TableauCloud.
    Status Status of the integration profile.
    • If you haven't 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 Tableau Cloud Subscription.
    Download Subscription Subflow The Subflow field is automatically set to Tableau Cloud Download Subscriptions.
    Reclaim Subscription Subflow The Subflow field is automatically set to Tableau Cloud Reclaim Subscription.
  3. Select Save.
    A draft integration profile is created. The integration profile uses the Tableau Cloud Download Subscriptions subflow to retrieve user data from the Tableau Cloud application.
  4. Open the connection & credential aliases record by selecting the preview icon (Preview icon.) beside the Connection & Credential field.
  5. Select Open Record in the record preview.
  6. Select the Create New Connection & Credential related link.
  7. On the form, fill in the fields.
    Table 3. Create Connection and Credential form
    Field Description
    Please Enter the Connection Information
    Connection Name Name of the connection.

    This field is automatically set to Tableau Cloud Connection.
    Connection URL The URL used for connecting to the server on which Tableau Cloud is installed.
    Content URL The permanent name of the site to sign in to. The content URL appears in the URL path of Tableau content in your browser address bar after the Tableau Server URL.

    mySite is the content URL in the following example: http://<server or cloud URL>/#/site/mySite/explore.
    Please Enter the Credential Information

    Select the Personal Access Token (PAT) or JSON Web Token (JWT) authentication type. The fields change based on the authentication type that you select.
    Fields for the PAT authentication type
    Token Name The Token name that you provided while registering the Tableau Cloud application by using the PAT authentication type.

    For more information, see Register a Tableau Cloud application.
    Token Secret The Token secret that you copied while registering the Tableau Cloud application by using the PAT authentication type.

    For more information, see Register a Tableau Cloud application.
    Expiry Interval (sec) Life span of the generated Personal Access Token (PAT).

    Default value: 14400 sec

    Important: You mustn't modify the value of this field.
    Fields for the JWT authentication type
    Secret ID The Secret ID that you copied while registering the Tableau Cloud application by using the JWT authentication type.

    For more information, see Register a Tableau Cloud application.
    Secret Value The Secret value that you copied while registering the Tableau Cloud application by using the JWT authentication type.

    For more information, see Register a Tableau Cloud application.
    Username User name, that is, email address of the authenticated Tableau Cloud user.
    Client ID The Client ID that you copied while registering the Tableau Cloud application by using the JWT authentication type.
    Expiry Interval (sec) Life span of the generated JSON Web Token (JWT).

    Default value: 3600 sec

    Important: You mustn't modify the value of this field.
  8. Select Create.
  9. Return to the integration profile and select 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.