2021 release notes

2021-12-31

Workflow improvements

• Group steps: Group up steps so that can run in parallel. For example, when there are several non-dependent tasks to onboard a new starter
• Custom fields: Custom fields can be configured for the whole workflow, and then be input or referenced in individual steps. For example, in an onboarding workflow, a 'Delay' step can wait for the tracking number of a new laptop to be entered before proceeding.
• Delay step timing: Workflow 'Delay' steps can have offsets of over 30 days, and also an offset based on number of working days (not just actual days).
• Email template: Additional merge fields added to email template including person details and custom fields.
• 'Signals' aka buttons: Use a signal step to show buttons on a step in the workflow run. The buttons can be used to get confirmation, or to choose the subsequent path for the workflow to follow.
• API: The API supports workflow and workflow run endpoints.

Other improvements

• Renewal notifications can now be sent to the IT Admin role.
• Renewal notifications can be sent at 7 and 14 days prior to renewal, in addition to 30, 60 and 90 days prior.
• Requesting access to an application via the App Hub now has a default field which lets the user specify why they want access.

Fixes

• When an application was deleted, associated licenses also get removed so that they do not appear on the license list or dashboard.
• File names containing certain unicode characters can now be uploaded.
• Users in the 'App owner' role now cannot see spend data in the app list for apps which they do not own.

2021-11-30

Workflow runs

A workflow run is an instance of a workflow: for example, a particular employee being onboarded via the onboarding workflow. The new workflow runs page provides a live view of this:

• Workflow runs list: Shows runs of all workflows. Filter or search to view by workflow, date of run, subject and status.
• Workflow run view: View the steps and full status of a workflow run, with details of the progress of each step.
• Activity and discussion: Every step of every run shows an Activity log of when that step ran and what happened. You can also add comments within the Activity log.
• Tasks: Tasks generated by a workflow can be managed from the context of the run page. Assign, set due date, add instructions, discuss, and update status.
• Issues and errors: Highlighted in yellow or red with options for resolving.
• Multiple objects and branches: If a single run involves many objects – for example it sends an email to many people – these are grouped up and total counts are displayed, including on branches.
• Future path: For a workflow in progress, future possible paths are displayed, greyed out.

Contract integrations

Trelica now offers integrations with contract management apps such as Coupa.

Enable at Admin > Integrations > Coupa.

• Import IT & software contracts: The integration provides a live sync of contract data for your existing application inventory, including cost and renewal dates.
• Discover vendors: Identify new vendors and applications.
• Review tool: Contracts can have a status, with the option to convert line items from the contract into licenses in Trelica.

Fixes

• The list of operators for building advanced filters has been restored.
• Login via SAML now maintains the return URL, so users are divert back to their target page or previous page after logging in.
• If the terminated date of a licence was after the renewal date, the 'Planned spend' metric would be calculated up to that termination date. This is changed so that it calculates up to the renewal date.

2021-10-28

Instances

Where teams have separate subscriptions for an app and their data is separate, or there is a live and sandbox environment for an app, these are instances of a an app. The way that multiple instances of an application are managed in Trelica has been redesigned:

• One record per instance: Each instance of an app has a separate line in the Application inventory, and is treated as a separate app. It can have its own allocated spend, license, owner, etc.
• Primary instances: For a given app, one instance is set as the primary. Incoming data will be attributed to the primary app by default, if it isn't flagged as being for a particular instance.
• Edit app name: The name of any app can be extended to help identify it - for example "Slack" > "Slack - Sandbox".
• Apps from this vendor: A new section on the app overview tab shows 'Other apps from this vendor', which includes other instances. For each app, this shows number, users, spend and status.

Fixes

• Formatting issues in the invitation email have been corrected.

2021-09-23

App inventory

We've updated the Application inventory page to make it easier to explore and quicker to access the key information:

• Quick filters: The most common filters are available at the top of the page. Filter by app status, user count, or annual spend.
• Your apps: A new filter shows just the apps which you use or own.
• View selection: Toggle between list and tile view, as well different preset filters, from a single picklist at the top of the page.
• List view updated: The list view now shows total spend (last 12 months) by default. Click on the user count or spend value to go direct to the corresponding tab for that app.
• Grid view updated: Tiles in the grid view now show user count and spend for each app.

OAuth access management

Apps being accessed by users via OAuth – most commonly seen as 'Sign in with Google' – often make up a major proportion of the inventory. Through this protocol, these apps may have also have been granted access to company data (read more here). We've added capabilities to monitor and manage this.

To see all apps being accessed in this way, go to Application inventory > 'More filters' > 'Add filter' > 'Login method' = 'OAuth'. For any such app, go to the user tab to see:

• Last authenticated date: The date that access was last granted is displayed as a column. This indicates when a user first signed up, or logged in after an OAuth token was revoked. (Login events are not tracked by Google for OAuth, so this is the best indicator for recency of use.)
• Revoke all OAuth tokens: Bulk revokes the access granted by all users for a given app. Users may then regrant access next time they use the app, and this will be tracked in 'Last authenticated date'. Where applicable, this option is listed in the app user tab context menu.
• Block: Provides a shortcut to block access to and for an app in Google Workspace. This is displayed as a button in the app view header for all applicable unmanaged apps; otherwise, it is located in the main app context menu. You must be an administrator of your Google Workspace account to do this.

Other improvements

• Employee classification: Altered for Okta, AzureAD and Google Workspace, a person is defined as an 'Employee' based on an explicit setting, or if someone has a cost centre or an employee ID assigned.
• Custom fields on people: Import custom fields about a person from HR systems or identity providers. These are displayed on the person profile and can be cross-referenced in app user lists. Contact Trelica to set up.
• License link attachment: For a licence, attachment a link (e.g. to a licence agreement stored in the cloud) rather than upload a file directly to Trelica.

Fixes

• Disabled users can no longer receive password reset emails. Previously, they could receive these emails and reset their password, whilst remaining disabled.
• Dropdown lists for app owner (application inventory filters) and application (transaction mapping) have been adjusted to display the contents properly.

2021-08-25

App insights

How does app engagement compare between teams? To what extent is each licence tier utilised? The answers to these types of questions can now be visualised in the 'Insights' tab when viewing any application. Insights brings together all the data tracked for an app into a interactive chart view.

• Indicators and breakdowns: Chart on indicators such as user count, usage levels, person status (active, leaver, etc), team, and licence tier.
• Drilldown: Drilldown by clicking on any chart segment to see corresponding users and take action.
• Preset views: Select from a list of suggested insights. Insights with good data coverage are highlighted.
• Customise and export: Choose chart range, type, colours, etc. (click the settings icon) and export your chart and associated data table for reports and presentations.

User engagement

We've updated functionality for exploring user engagement and identifying unused seats across apps:

• Standard definition of unused: Set a threshold at which a user account is considered 'unused' across all apps in your inventory. Go to Admin > Settings > Applications > select from 30, 60, 90 days or 1 year since last login.
• App engagement thresholds: Explore user engagement for an app at different thresholds from your default setting. This is available for any app with usage data, in either:
  • 'Overview' tab > scroll down to 'User engagement' chart > select threshold.
  • 'Insights' tab > 'Indicators' > select a 'Usage...' option.
• User engagement report updated: View and compare engagement across all apps. Layout is updated with choice of thresholds and toggle between chart and table mode. Go to Reports > User Engagement.
• Similar apps: For any app, view apps in your inventory with overlapping functionality, and see total users and overlapping users for each. This helps identify alternatives or redundant apps in your inventory.

2021-07-23

Tasks

Tasks are a way to organise activities throughout Trelica, such as reviews of upcoming renewals, manual provisioning, app onboarding checks, etc. We've revamped the tasks UI and added the ability to synchronise with other task management systems such as Jira.

Select Tasks from the main menu to see the master task list and access the new features:

• Quick filters: Filters for 'your tasks', due date, status and task type are pinned to the top of the list.
• Updated list design: This includes **** ability to edit assignee directly from the list by clicking the person icon, and a visual status indicator.
• Task drawer: Click a task to open the new task drawer. The main details are now 'click-to-edit', making it much simpler to update the task as things progress.
• Activity: Activity updates are displayed at the bottom of the drawer. Changes to the task are tracked automatically, and users can add + edit their own comments.
• Subscribe: Click the star icon to subscribe / unsubscribe to any task. You are automatically subscribed to tasks which you create or have been assigned to.
• Task workflows: There are two new workflow steps of **** 'Task created' and 'Task condition' (Admin > Workflows > New workflow > to get started). For example, trigger a workflow when a particular type of task is created, or perform an action for tasks which become overdue.
• Task integrations: Tasks created in Trelica can be automatically sync'ed to another task management system such as Jira. First, enable one of the Jira integrations (Admin > Integrations > search 'Jira'). Then use a workflow to define which tasks should be sync'ed.

Other improvements

• Compact menu: The menu can be collapsed to icon-only, providing more working screen space. It's now pinned as you scroll, so that menu options are always visible.
• Integration error handling: Updated to give more detailed advice for certain error types, and a quick link to contact support.
• IT admin role: A new app-level role, defining who is responsible for managing accounts and settings for the app. View any app > 'Overview' tab > 'Roles' section to view and set.

2021-06-18

Contracts

Track your IT contracts, agreements and orders in Trelica using the new Contracts feature. From the menu, select 'Licences' > Contracts tab. Click 'New' to create a new contract:

• Associate licenses and services: A contract can contain multiple licences from different apps. On 'New contract' page, in section 'Licenses' > 'Add row' > search an existing license to link, or create a new one.
• File and link attachments: Upload multiple attachments against a single contract, including links (e.g. to Google Drive file).
• Vendor-level: Search and select a vendor from the Trelica library, or add a new one. This provides a route to associate app licences with third party resellers.
• PO number: Track associated PO number or ID.
• Payment method and Automatic renewal: Define at the contract level to apply to all associated licenses.

Licenses drawer

When viewing an existing license, a drawer is now displayed with additional details and insights for that licence. From the menu, select 'Licences' and click any Contract.

• Utilization and Rightsizing: Displayed as percentage and paired bar chart.
• Drilldown: From the rightsizing chart, drilldown to see the associated engaged / unengaged users. This provides a good starting point for next actions such as deprovisioning.
• Upcoming renewals: Renewals in next 90 days are highlighted in the drawer with prompt to Renew / Terminate at the top.
• Contract: Any associated contracts can be accessed from the drawer.
• Copy link: Share a link to the specific contract. From the license drawer > context menu, select 'Copy link'.

Fixes

• Workflows of type 'User matches criteria' now run against the app specified rather than all apps.
• Clicking on an attachments now downloads it directly rather than opens in the same tab.
• The Licences list loading time has been reduced.
• The renewal notification now sends once for each threshold (90, 60 and 30 days) rather than daily.
• Creating a transaction-matching rule no longer causes a permissions error.
• When viewing an app in mobile mode, the 'Send assessment' button now only appears on the Assessment tab, rather than across all tabs.
• Integration status icons have been styled consistently.

2021-05-12

Licenses - new design

This release introduces a new page showing all licences across apps. Throughout Trelica, licenses are now shown in a hierarchical list layout: this makes it easier to read for apps with multiple licences, and provides rolled up totals for utilisation and savings.

• App licences page: Select 'Licenses' from the main menu. This shows all licences across all apps in a table with search, export and filters.
• Quick filters: Filter by 'Status' and 'Renewal date'. The filters include summary counts.
• Calendar view: The calendar view is integrated into the licences page. Click on the view select (top right) to switch between 'Table' and 'Calendar'.
• Licence utilisation: Displayed visually in-line for each licence where calculable. Three segments break down users as: assigned (& used, if known), assigned & unused, spare.
• Hierarchical tree layout: Where there are multiple batches of licences of a common type – for example, Zoom 'Pro' or Slack paid-for accounts – these are shown in a tree layout. This allows you to see total utilisation, and expand to see details of specific batches of licences.
• Attachments: Indicated in-line with a paperclip icon. Other files uploaded for the app are shown beneath the licences list.
• App licenses tab: The new design has also been applied at the individual app level. When viewing any app, select the 'Licenses' tab to see the list.

Other improvements

• Filter last login by 'no data': On the app user tab, the 'Last login' filter includes a 'No data' option for used who have never logged in, or for whom there is no data.
• Tasks for apps: When viewing the app inventory, click the context menu for an app to add a task without needing to open the app.
• Notify about a new task?: On the 'New task' dialog, uncheck 'Notify users' to avoid alerting the user to their new task. This is useful when preparing tasks before go-live, for example.
• Integration options: Connecting an integration can now offer optional features and associated permissions. For example, connecting Slack offers optional support for utilisation data (if not required), and for Enterprise Grid (if not part of your Slack subscription).

Fixes

• All file uploads now perform a detailed check before saving, to prevent irrelevant or unsafe files from being uploaded.
• Integrations page no longer errors when viewed as a list.
• Duplicate Microsoft 365 licences shown in filters have been consolidated.

2021-04-20

App user tab - new design

We've incorporated your feedback to make this key page clearer and easier to explore. For any app, go to the 'Users' tab to see the new-look layout and features:

• New table layout: The user list has been consolidated to show only the most relevant information by default, depending on context. A user's email address is now displayed beneath their name, rather than on hover.
• Person details: hover on any user to see additional details such as location, cost centre, job role. Click the user to see full details.
• Quick filters: **** Beneath the search bar, choose 'Source', 'Status', 'Last login', or 'License' to see instant breakdowns and counts by these aspects. This replaces the banner shown on this tab previously.
  • Which accounts are managed centrally?: Click 'Source' > choose the app or your SAML IDP (such as Okta). This will exclude users from other sources such as Google OAuth.
  • Whose accounts are unused?: Click 'Last login' > choose a usage threshold.
• 2FA-enabled?: For any integrated app supplying 2FA status (e.g. Google Workspace), click a user to see whether they have 2FA-enabled.
• Related activity: When you assign a task, send an assessment or deprovision a user, icons are displayed at the end of the row to show this and provide a quick link where relevant.
• Column defaults: the user list starts by displaying the most relevant columns based on context and availability of data.

Other improvements

• Locales: users can set their locale from their profile page. This determines the appearance of numbers, dates and currencies according to regional convention. When a user registers their account, this is set automatically.
• User list export description: the filename now includes the organisation name and date of export, for example: 'Zendesk users - ACME Inc - 2021-04-20.xlsx'.
• Link (URL) question type: add question type 'link' to an assessment to show a link icon and format the answer as a clickable link. This can also be used for custom fields on an app profile.

Fixes

• Source icons on the app user list now display in a consistent order.
• The person view was blank when loaded; this is now restored.
• The 'Main category' picklist, shown when editing a customer-specific app, now sorts A>Z.
• When editing apps in bulk, the general context menu is now hidden so that only controls relevant to editing are shown.
• When editing app status in bulk, the status dropdown now locks with the selected status shown whilst being applied. This makes it clear that an edit is in progress.
• The app user export returned a blank spreadsheet if any user had a 'Job title'; it no longer does this.
• Reconnecting a disconnected integration will now auto-fill any previously supplied parameters, whilst re-asking for password.

2021-03-31

Workflows (beta)

Define business rules and automate processes when apps and users are discovered or meet certain criteria. Go to Admin > Workflows to try it out. Click 'Create' to find a selection of templates or start your own from scratch.

Other improvements

• Sort users by indicator: in the user tab for an app, click on any indicator column to order users. For example, see who has had the fewest Zoom Pro meetings or sent the most DocuSign Envelopes.

Fixes

• The log in and sign up processes have been consolidated to avoid errors when users use go back to try alternative authentication methods.
• New users can sign up via Google / Microsoft using an alias of their main email address in Trelica.
• The default roles for automatically provisioned users have been changed to remove irrelevant options.
• User totals for Adobe and Atlassian integrations have been corrected.
• User email address can now be edited from an alias to their main email address.
• Audit log search now searches on 'Event', 'User', and 'Acted on' fields again.
• Audit log event details is now blank when there are no additional details.
• Transaction list now curtails long transaction descriptions for readability.

2021-03-15

App hub

The app hub is a new place for everyone in your organisation to discover and get access to apps. Go to Admin > Account > App Hub to explore, configure and enable.

Fixes

• Authentication is now case insensitive: a user's email address in the ID provider can have different capitalisation from that which is stored in Trelica.
• Start, renewal and termination dates have been restored to the licences list.
• Spend dashboard now shows the correct status and number of transactions to review for any imports.
• The spend insight now clears any recent filters when accessed from the spend dashboard.
• Azure AD integration now imports the names of guest users.

2021-02-05

Out of spreadsheets and into Trelica: this release provides everything you need to migrate existing spreadsheet inventories, logs and user lists to Trelica, and combine them seamlessly with your data from integrations.

Improvements

• Import apps: tracking apps in a spreadsheet or have log files from another tool? Import applications from Excel or CSV into Trelica to augment and add details to your inventory. (Applications inventory > context menu > 'Import applications'.)
• Import users: for apps where API access is unavailable or insufficient, import a user list to Trelica including details such as roles, licences and activity data. This is enabled for selected apps - contact Trelica to specify the apps required. Where enabled, go to User tab > context menu > 'Import users'.
• App user details and activity: in the User tab for an app, click a user to see their full account details, profile, usage and activity history.
• Quarterly billing: licences billed quarterly can be configured and used in spend forecasting. (This is in addition to annually, monthly and one-off billing.)
• Tables UI: the Applications inventory, User lists, and other tables have been optimised for different screen widths, and support horizontal scrolling when lots of columns are displayed.

Fixes

• The Payments list for each app now shows the most recent ten payments by default.
• Licences can once again be entered in non-base currencies, if multicurrency is enabled.
• Licence fields for Plan name - 'Other' and Duration - 'Other' have been restored.
• Layout issues for users switching between organisations have been fixed.

2021-01-19

Do more with your Application inventory: __ this release focuses on giving you more tools to explore, analyse and customise your application inventory to fit your organisation's needs.

Improvements

• Custom fields and roles on an app: track more details and responsibilities for your app inventory, by adding fields and roles on the new Application settings page. They will be shown on the app Overview tab in the Details and Roles sections.
• Show, hide and reorder columns: in the app inventory, app user list and licences register, click 'Choose columns' from the context menu.
• Advanced filters: in the app inventory, use expressions such as 'not equal to' or 'contains' when filtering the list (Filters > scroll down to 'Advanced filters').
• Reorganised app overview: reordered to show key details such as the User engagement chart higher up the page.
• Read-only role: assign stakeholders and auditors full read-only access.
• Time zones: set your time zone on the your user profile so that dates and times throughout the UI are displayed in your local time.
• UI upgrade: subtle functional and style improvements throughout the product, as a result of an upgrade to our user interface library.

Fixes

• Integrations that are unable to connect will now back-off and stop retrying after 1 week. (Once a user successfully reconnects, they will run as normal.)
• Integration search now searches the latest name of an integration, where the name of the integration has changed (for example, G Suite > Google Workspace).
• When following the 'Log in' link from trelica.com, users already logged in will be redirected to the dashboard.
• Styling on 'Log in with...' buttons has been cleaned up.
• The message when an incorrect password is typed on login has been restored.
• The banner on the user tab showing counts of engaged and unused user seats now refreshes as soon as the unused definition is changed.
• Editing a payment on an app linked to an imported transaction is once again possible.
• Long task descriptions will wrap properly.
• Click 'x' to clear a search from any search bar.