> For the complete documentation index, see [llms.txt](https://boza.gitbook.io/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://boza.gitbook.io/docs/getting-started/glossary.md). # Glossary A reference of key terms used throughout the Boza platform. *** ## Workspace | Term | Definition | | ---------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Workspace language** | The single language, French or English, in which everyone in the workspace sees the interface and receives Boza's emails. Set by a workspace Admin under **Settings → General**. | | **Sending mailbox** | The Google Workspace or Microsoft 365 mailbox Boza sends access-review emails from once an Admin connects one; otherwise `notifications@getboza.io`. | ## Application Status | Term | Definition | | ---------------- | ---------------------------------------------------------------------------------------------------------------------------------- | | **Shadow IT** | Software used within the organization without the knowledge or approval of the IT team. | | **Approved** | An application that has been reviewed and approved by IT for use. Accounts on approved apps are included in offboarding workflows. | | **Unapproved** | An application that is not authorized by IT. Boza does not block access to unapproved apps but continues to monitor their usage. | | **Under Review** | An application that has been detected by Boza and is awaiting review and classification by an administrator. | ## Tracking | Term | Definition | | ------------- | ------------------------------------------------------- | | **Tracked** | Boza actively collects usage data for this application. | | **Untracked** | Boza does not collect usage data for this application. | ## Licensing and Spend | Term | Definition | | ------------------------ | -------------------------------------------------------------------------------------------------------- | | **Subscription** | A license type purchased for an application. A single application can have multiple subscription types. | | **Spend** | A single payment made to a vendor. One spend entry may cover multiple applications from the same vendor. | | **Attributed License** | A paid license that has been assigned to a specific user. | | **Unattributed License** | A paid license that has not been assigned to any user. | | **Wasted License** | A paid license assigned to a user with no recent detected activity. | ## Cost Figures Applications, subscriptions, vendors, users, and teams all use these names for the same measures. See [Metrics and Data Freshness](/docs/resources/metrics-and-data-freshness.md#cost-metrics) for the full definitions. | Term | Definition | | ----------------------- | ----------------------------------------------------------------------------------------------------------------------- | | **Full year cost** | Active recurring monthly cost × 12 months. An annual run rate at today's price, not a contract total. | | **Monthly cost** | Full year cost ÷ 12. An average month, not the amount billed in any particular month. | | **Cost YTD** | Current recurring monthly cost × the completed months of the current year. | | **Last month cost** | Cost for the most recent completed month. | | **Wasted costs** | Cost attributed to subscribed seats with no observed activity during completed months. | | **Total over the term** | What a whole signed contract costs, however long it runs. | | **Term** | The length of a contract. | | **One-time** | A charge billed once. Never counted in a yearly figure. | | **Payments** | Amounts from approved invoices and imported bank or accounting transactions. A separate measure from subscription cost. | ## User Status | Term | Definition | | ------------------------- | --------------------------------------------------------------------------------------------- | | **Active User** | A user with at least one detected usage instance within the last 30 days. | | **Inactive User** | A user with no detected activity within the last 30 days. | | **Deactivated User** | A user whose email account has been deleted, suspended, or archived in the identity provider. | | **Users without License** | Email addresses present in the directory that do not have a Microsoft license assigned. | ## Organization | Term | Definition | | ----------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | **Organizational Unit** | A group of users or teams, such as subsidiaries or business entities. Organizational units mirror the structure defined in Google Workspace or Microsoft Entra ID. | | **Access Request** | A request submitted by a user to obtain access to an application. Access requests follow an approval workflow managed by IT administrators. | | **Discovery Source** | The method by which Boza detected an application. Possible sources include SSO, the browser extension, a direct integration, or manual entry. | --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://boza.gitbook.io/docs/getting-started/glossary.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.