Managing Digital Assets
Digital Assets help you track and manage non-physical items your organization uses. This feature is available on Business tier and higher.
What are Digital Assets?
Digital Assets include:
- Software Licenses: Microsoft Office, Adobe Creative Suite, AutoCAD, etc.
- SaaS Subscriptions: Salesforce, Slack, Zoom, Microsoft 365, etc.
- Domains: Company websites and subdomains
- SSL Certificates: Security certificates for your sites
- Cloud Resources: AWS, Azure, Google Cloud services
- Digital Contracts: Software agreements and licenses
Adding a Digital Asset
- Navigate to Digital Assets in the main menu
- Click Add Digital Asset
- Fill in the details:
- Name: A descriptive name (e.g., "Microsoft 365 Business")
- Type: Select the appropriate category
- Vendor: Link to an existing vendor
- License Model: Perpetual, Subscription, Per Seat, etc.
- Cost: Monthly or annual cost
- Billing Cycle: Monthly, Annual, or One-Time
- Click Save
Managing License Seats
For per-seat licenses, track allocation:
- Total Seats: How many licenses you own
- Used Seats: Updated when you assign users
- Utilization: See if you're over or under-licensed
This helps avoid paying for unused licenses or running out of seats.
Tracking Renewals
Never miss a renewal with built-in tracking:
- Renewal Date: When the subscription renews
- Status: Active, Expiring Soon, Expired, or Auto-Renewing
- Auto-Renew: Mark if it renews automatically
Assets approaching renewal are highlighted so you can plan ahead.
Storing Access Information
Keep all access details in one place:
- Access URL: Login page for the service (e.g., office365.com)
- Account ID: Your organization's account or tenant ID
- License Key: Securely stored and masked by default
Click the eye icon to reveal license keys when needed.
Filtering and Searching
Quickly find what you need:
- Search: Find by name, description, or account ID
- Filter by Type: Show only software licenses, domains, etc.
- Filter by Status: Find expiring or expired subscriptions
- Filter by Vendor: See all assets from a specific vendor
Best Practices
- Link digital assets to vendors for better organization
- Set renewal dates and monitor the "Expiring Soon" status
- Track license seats to optimize costs
- Store access URLs and account IDs for quick reference
- Review utilization quarterly to identify unused subscriptions