Time-consuming reviews
Teams export lists from admin consoles, compare them with HR information, and manually copy the results.
Automatically Identify Unused Licenses
and Optimize Allocations.
Using the Microsoft Graph API and Power Automate, we automate the collection of assignment data, usage checks, approvals, licence reclamation, and reporting. This supports continuous optimization within your Microsoft 365 environment without adding another management product.
Microsoft GraphIntegrate user and license data
Power AutomateAutomate confirmation and approval workflows
Entra IDUse user attributes
Audit TrailRetain decision and processing histories
COMMON CHALLENGES
Manual reviews delay the discovery of unused licenses.
Usage changes with every new hire, transfer, leave of absence, departure, and project completion, widening the gap between contracted quantities and actual needs. License optimization means building an ongoing process for assignment and reclamation, beyond a one-time reduction.
Figures quickly become outdated
Users and contracts may change during data collection, so the findings can be outdated by the time they are reviewed.
Unneeded assignments remain
Licenses are not reviewed after departures, leave, or transfers, and contract costs continue.
Slow license assignment
Disconnected requests, approvals, and configuration steps involve multiple staff before users can get started.
HOW IT WORKS
Connect identification, review, action, and documentation in one workflow.
We follow your rules for review and approval before removing licenses.
STEP 01 Collect information: Obtain the user attributes, license assignments, usage data, and other information needed for decisions.
STEP 02 Identify candidates: Identify assignments for review based on inactivity periods, department, employment status, target products, and other criteria.
STEP 03 Review and approve: Notify the user or administrator and record the decision to retain, change, or reclaim the license.
STEP 04 Assign, reclaim, and report: Act on approved decisions and report execution results, errors, and potential reductions.
SERVICE SCOPE
Design the scope of automation around your current management approach.
Start with reviews only, notifications of reclamation candidates, or automated actions after approval. Progress in stages according to risk and internal rules.
Current-state review
Review contracts, assignments, usage, request and approval workflows, and management records.
Decision rule design
Define inactivity criteria, confirmation methods, exclusions, approvers, and the scope of automated actions.
License assignment
Link assignments for new hires, transfers, and requests with user attributes and approval outcomes.
Unused license reclamation
Automate candidate identification, usage confirmation, approval, reclamation, and result notification.
Reports and audit records
Regularly provide visibility into contracts, assignments, candidates, action results, exceptions, and errors.
Operations and ongoing improvement
Review rules, workflows, notifications, and exceptions as organizations change and products are added.
IMPLEMENTATION
Validate on a small scale and establish approval rules before automating.
Begin with candidate identification and notification. After validating the results, expand the scope gradually before introducing automatic licence reclamation.
STEP 01 Current-state review and requirements
Review target licenses, user information, current workflows, permissions, and exceptions.
STEP 02 Rule and workflow design
Design selection criteria, notifications, approvals, actions, error handling, and audit records.
STEP 03 Implementation and testing
Configure Graph API and Power Automate, then test normal and exception scenarios on a limited scope.
STEP 04 Go-live and improvement
Hand over operating procedures and continuously improve conditions and workflows based on operational results.
WHY ADVANGE
Bring licenses, identity, and operational processes together.
Across the Microsoft 365 environment
Design around the relationships among licenses, Entra ID, requests, endpoints, and operational records.
Controls to prevent incorrect reclamation
Automate safely with user confirmation, approvals, exclusions, reassignment, and error handling.
Support changes after implementation
Maintain and improve workflows as organizations, licenses, and usage rules change.
Microsoft 365Use the existing environment
AutomationStandardize repetitive tasks
Audit TrailRecord decisions and actions
One TeamSupport from design to operations
FAQ
Answers to common questions about Microsoft 365 license optimization and operations automation support.
We review assignments, usage history, and user attributes, then identify candidates using criteria defined in advance.
We confirm with the user or administrator and change or reclaim licenses only after approval.
Generally, no. We use the existing Microsoft 365 environment, Graph API, and Power Automate.
Yes. Assignments can be changed or reclaimed according to user attributes and approval outcomes.
Yes. We record notifications, responses, approvals, changes, and reclamations, and make them available in reports.
How Many Licenses Are Unused
in Your Environment?
Tell us about your current subscriptions, assignments, usage, and license review process.
We will define what can be automated and how to proceed safely.