I want to reclaim the ITIL, Business stakeholder role from user who not used that role from last 90d

[Lanjewar1111]

Hello Team,

I want to reclaim the ITIL, Business stakeholder role from user who not used that role from last 90days
i want to find out those users who has not used that license feature from last 90 days.

appreciate your help.

Thanks you in advance.

Regards,

Himanshu 

[Dr Atul - LNG]

we can get a list of users who have not logged in during the last 90 days. However, it’s difficult to determine whether they actually used the license or not. Even if a user logs in, they may still be considered as consuming a license.

In user table we have last login date you can use that to get the list

[Adrian Ubeda]

Hello @Lanjewar1111 , 

As mentioned, the precisest way of doing this it's monitorizing which users have not logged into the instance in the last 90 days and then remove that role. You can achieve this using a scheduled job or a simple flow.
This, having in mind that consuming is the same as  not logged into the instance.

[Tanushree Maiti]

Hi @Lanjewar1111 

It is challenging to determine whether a logged-in user is actively using their licensed role, such as ITIL or Business Stakeholder.

One possible approach is to combine User table reporting with automated scheduled jobs to identify inactive users and manage their licensed roles.

Step 1: Identify Inactive Users

Users who have not logged in or interacted with the system for the last 90 days can be identified by querying the User [sys_user] table.

Navigate to User Administration > Users or open the sys_user list and apply filters such as:

• Roles: contains itil or business stakeholder
• Last Login Time: is before 90 days ago

This will provide a list of users who have been inactive for an extended period while still holding a licensed role.

Step 2: Send Inactivity Notifications

Set up a scheduled job to identify users who have NOT been logged into instance   for last  60 or 75 days.

The job can send an email notification to the user and their manager informing them that:

• The user has been inactive for an extended period.
• Their fulfiller/stakeholder role may be revoked if they remain inactive.
• The role will be removed after the defined inactivity period (for example, 90 days), unless action is taken.

This provides users and managers with an opportunity to confirm whether the role is still required.

Step 3: Revoke Unused Licensed Roles

Once the defined inactivity threshold is reached, another scheduled job can automatically remove the applicable licensed roles.

The job should:

• Remove directly assigned roles such as ITIL etc, where applicable.
• Remove the user from groups that grant those licensed roles.
• Ensure that the user no longer receives the licensed role indirectly through group membership.

This approach can help automate license governance, reduce unused license assignments, and provide an auditable process for identifying and revoking inactive licensed roles.