Underutilized licenses block

Create a workflow that automates the removal of inactive users from SaaS enterprise contracts based on their usage of SaaS apps.

Before you start

Review any existing assignment rules in your SaaS application, as they may cause the user to be reassigned to a contract after the workflow is executed.

Creating the workflow

1. Click Configuration > Workflows.
2. Click Add (+) and select Contracts from the list.

Specifying the triggering conditions

1. Open the Begin block in editing mode.
2. Provide a meaningful name for the block.
3. From the Actions list, select Schedule.
4. Add the rule Contract Type Equals SaaS - Contract Enterprise.
5. Click Show In List View to ensure that the correct records are targeted.
6. Save your changes.

Specifying the SaaS usage criteria and creating a notification

1. Click Blocks
2. Drag the Underutilized Licenses block onto the canvas.
3. Click Edit.
4. On the Information page, complete the following actions:
   1. Provide a meaningful name for the block
   2. Enable Unassign to automatically remove users from the contract's user list.
   3. Specify the number of days that have passed since the user's last activity. If the user's last activity occurred prior to the period specified, the license is considered underutilized. 
5. On the Recipients page, add the recipients who are to be notified. You can type the email addresses of the users or select recipients from defined Oomnitza fields, roles, or users.  
6. On the Message page, add a message. Click Select a field to refer to data stored in fields.
7. Click Save.

Fig: Message created using values stored in contract fields

Running the workflow

1. Click Save and connect the blocks
2. Validate the workflow and Activate the workflow. The workflow is now live.

Result
If the user's last activity occurred prior to the period specified, you'll receive a notification as defined in the workflow. If enabled, the user will also be removed from the contract's user list.

Fig: Notification email

Next steps

Create an offboarding workflow that fully removes the SaaS user from the external system. This includes deactivating or deleting the user account and associated data, ensuring a complete removal from the system.

Related Links

To configure the message header and footer, see Global email settings

To learn about SaaS assignment rules see Assigning users to SaaS contracts automatically

For guidance on reviewing workflow run logs and troubleshooting common errors, see Troubleshooting workflows.

For best practices on offboarding SaaS users, see Offboarding SaaS users