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License Opimization Workflow

Marina Rogachov
Marina Rogachov
  • Updated

This workflow automates license deprovisioning for licenses that are not being used, allowing you to optimize license management and save costs.

The high level process is:

  1. Trigger the workflow when an Office 365 license has not been used for 90 days.
  2. Check the assigned employee role and create different automation paths accordingly:
  • For C-level employees, send a Slack notification to the IT team and retain the license.
  • For managers, request their approval to remove the license. If they approve, remove their license. If they do not approve the license removal, notify the IT team via Slack.
  • For other employees, immediately remove the license.

 

Workflow Overview

How to Configure the Workflow

1. Click the "New workflow" button and choose "From scratch" from the dropdown menu.

2. Select the License not in use trigger and click "Next". The new workflow will be created.

3. Configure the trigger.

Set the inactivity period to trigger the workflow after 90 days of non-usage.

Select the specific license.

 

4. The process of unassigning the license will be different for different employees.

Let's create different automation paths accordingly.

Add the "If/Else branchaction.

5. Click the "Add branch" button in the action configuration panel.

7.  We will first check if the employee who stopped using the license is a C-level employee.

Configure the filter based on the HRMS data (here the title in Hibob).

8. We will then check if the employee is a manager. 

To do that, add another branch and configure the filter.

9. Let's add actions under each branch.

In case of C-Level employees we won't reclaim the license and will just update the IT team.

Add Send Slack notification action under the C-Level branch.

Configure the action.

Select recipients (users or channels) and add a message.

10. Add Request approval action under the Managers branch.

Configure the action.

In the case of managers, we will request their approval to reclaim the license. You can send the approval request either via email or Slack. Let's choose to send it via Slack. You can then refine the text of the approval request in the 'Message text' field.

The user will get a Slack message with 2 buttons (Approve and Decline). You can edit the button labels. 

This is how the Slack message will look.

 

11.  Note that the "Request approval" action includes two pre-built branches for the "Request approved" and "Request declined" cases. Actions added under each branch will execute after the user clicks "Approve" or "Decline" in the Slack message.

 

Add the Unassign Office 365 license action under the "Request approved" branch.

Configure the action. Choose the license type you wish to unassign. Ensure it aligns with the same license selected in the trigger.

 

12.Add the Send Slack notification action under the 'Request declined' branch.

The message will inform the IT team that the user has asked to keep the license.

Use variables (personalization tokens) to add details about the user and the license.

13. Add the Unassign Office 365 license action under the "None met" branch.

Select the license as you did in the previous branch.

This action will run if the employee who stopped using the license is neither a C-level nor a manager. In this case, you will immediately remove their license.

 

Summary - What to Expect

Once you activate the workflow:

1. You'll be prompted to decide whether to apply the workflow to users who haven't utilized their Office licenses for 90 days or more. If you choose "Yes," it will execute for all users shown in the preview. Opting for "No" means it will only be applied to users whose usage will exceed 90 days in the future.

 

2. When activated, Torii will continually monitor the usage of assigned Office 365 licenses. If a user hasn't utilized their license for 90 consecutive days, it will be automatically unassigned, except for managers or C-level executives.

3. Managers will need to confirm before their license is removed to ensure their consent.

4. Licenses for C-level employees will be retained, and IT will receive a Slack notification for transparency purposes.

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