Reclaiming SaaS Licenses

License Reclamation is the process of taking back licenses from application users. These users fall into one of the following scenarios.

Employees who are inactive in your organization’s HR Roster
Application users who have never logged in to an application
Application users who are inactive

Reclaimed licenses help optimize SaaS spend and increase procurement efficiency because you avoid buying additional licenses for new license requests. You also limit security risks by reclaiming licenses from inactive employees in your HR Roster. To achieve these goals, SaaS Management provides an automated License Reclamation workflow. In addition, SaaS Management’s reclamation history tracks each step of the License Reclamation workflow and each License Reclamation status. The Reclamation column in Application Task Tracking lists the SaaS applications that allow you to reclaim licenses through a direct integration.

Important:Reclaiming SaaS licenses affects all of the user’s licenses within a SaaS integration. For example, a user has licenses for Office 365 Exchange, Outlook, and Yammer. However, the Software Asset Manager is only managing licenses for Office 365 Exchange and Outlook. Reclamation removes all three (Office 365 Exchange, Outlook, and Yammer) licenses from the user.

The following sections provide further information for reclaiming SaaS licenses.

Reclamation Integration Task Resources
Enabling the Reclamation Integration Task in SaaS Management
Immediately Reclaiming SaaS Licenses
Notifying the User before Reclaiming SaaS Licenses

Reclamation Integration Task Resources

For reclamation integration task details, refer to SaaS Integration Task Terminology.
For reclamation user interface details, refer to the Reclamation Opportunities section of the Users Tab Buttons.

Enabling the Reclamation Integration Task in SaaS Management

Complete the following steps to enable the Reclamation integration task.

1. From the SaaS menu, click Managed SaaS Applications. The Managed SaaS Applications screen appears.
2. For a new SaaS application integration:
a. Add the SaaS application per Adding an Application.
b. Select the Reclamation integration task from the Add Application screen.
c. Click Authorize.
d. Proceed to step 4.
3. For an existing SaaS application integration:
a. On the Managed SaaS Applications screen, select the appropriate SaaS application’s instance link. The instance’s Overview tab opens by default.
b. Click the SaaS application instance’s Integration tab.
c. In the Action column of the Integration tab’s Integration Tasks table, click Disabled to enable the Reclamation integration task.
d. Click OK.
4. To reclaim a user’s license, a user with the Administer SaaS role (for details, refer to Flexera One Roles) completes the appropriate process for Immediately Reclaiming SaaS Licenses or Notifying the User before Reclaiming SaaS Licenses.

Important:After enabling the Reclamation integration task, it takes approximately 24 hours to retrieve the exact count of reclamation opportunities, as this information is dependent on the overnight job execution and the application roster data.

Immediately Reclaiming SaaS Licenses

Flexera recommends immediately reclaiming SaaS licenses from employees who are inactive in your organization’s HR Roster and from application users who have never logged in to an application. The following steps explain how to immediately reclaim a SaaS application license.

1. From the SaaS menu, click Managed SaaS Applications. The Managed SaaS Applications screen appears.
2. Click the appropriate SaaS application instance link, which opens the application’s Overview tab by default.
3. Click the application’s Integration tab and ensure the Reclamation task in the Integration Tasks table is Enabled.
4. Navigate to the application’s Users tab and click the Reclamation Opportunities tile.
5. Select the appropriate users and click Reclaim Immediately.
6. When the Reclaim Licenses Immediately window appears, click Reclaim Now.
7. If you want to track the progress of the license reclamation, click the link in the Status column of the Reclamation Opportunities tile. A Successful status is a completed license reclamation. The user is deactivated from the application.

Notifying the User before Reclaiming SaaS Licenses

You can notify inactive application users before reclaiming their SaaS license. The following steps explain how to ask users if they want to keep or return their SaaS license.

1. From the SaaS menu, click Managed SaaS Applications. The Managed SaaS Applications screen appears.
2. Click the appropriate SaaS application instance link, which opens the application’s Overview tab by default.
3. Click the application’s Integration tab and ensure the Reclamation task in the Integration Tasks table is Enabled.
4. Navigate to the application’s Users tab and click the Reclamation Opportunities tile.
5. Select the appropriate users and click Notify User.
6. When the Notify Users of License Reclamation window appears, click Start Reclamation.
7. The user receives an email with the options to Return License or Keep License. If the user does not respond to the email, the license is automatically reclaimed after 5 calendar days.
For users who return their license, it may take up to 24 hours before the user is deactivated from the SaaS application.
For users who keep their license, the user will not be deactivated from the SaaS application.
8. If you want to track the progress of the license reclamation, click the link in the Status column of the Reclamation Opportunities tile.
For users who return their license, a Successful status is a completed SaaS license reclamation.
For users who keep their license, a Cancelled status appears.