Last activity of SAAS products - Microsoft

[User268444]

Hi,

I am currently reviewing the Microsoft SaaS integration data in the Software Subscription table and wanted to share an observation regarding the Last Activity field.

Under the Microsoft SaaS integration profile, I reviewed the following products:
Business Center, Entra ID, Exchange Online, Fabric, Microsoft 365, Microsoft 365 Copilot, Planner, Planner and Project, Power Automate, Power BI, Stream, Visio Online, and Windows.

My observations are as follows:

• Exchange Online – Last Activity is available
• Microsoft 365 – Last Activity is available
• Microsoft 365 Copilot – Last Activity is available only for some subscription records, not all. In addition, the dates appear outdated and inconsistent when compared with the Microsoft portal
• Visio Online – Last Activity is available only for some records, and the dates also appear outdated/inconsistent compared with the Microsoft portal
• Fabric – Last Activity not available
• Planner – Last Activity not available
• Planner and Project – Last Activity not available
• Power Automate – Last Activity not available
• Power BI – Last Activity not available
• Stream – Last Activity not available
• Windows – Last Activity not available

For Copilot and Visio Online specifically, I noticed that some user subscription records show Last Activity dates such as December 2025, whereas the Microsoft portal shows more recent activity. Also, Last Activity is not populated consistently across all records for these products.

Need confirmation on the following:

1. Which of the above Microsoft products are expected to populate the Last Activity field in ServiceNow?
2. For products such as Microsoft 365 Copilot and Visio Online, is partial and outdated Last Activity data expected behavior, or should this be treated as a data issue/defect?
3. Is there any known limitation in the current Microsoft SaaS integration regarding refresh of Last Activity for these workloads?

[Tanushree Maiti]

Hi @User268444 

Check this blog: ServiceNow SAM Pro determination of last activity date for M365 Subscriptions

Hope you will get your answer.

[Jacques Wiehahn]

Hi 268444,

Microsoft doesn't provide APIs to get usage directly for Microsoft 365 subscription products such as Microsoft Visio, Microsoft Project, and Microsoft Copilot. However, you can download activity reports for these products from the Microsoft 365 Admin Center.

Microsoft 365 administrators can download these reports and SAM Admins can attach them unmodified to the integration profile in the Software Asset Management application. The scheduled jobs within ServiceNow will then process these reports and identify reclamation candidates if the usage is low.

🎥Video: Semi-Automated Import for Visio, Project and Copilot Usage Data

Download Reports from M365 Admin Center

1. Log into M365 Admin Center with admin privileges
2. Navigate to Reports → Usage
3. For each product (Copilot, Project, Visio):
   • Click on the product
   • Go to the Usage tab
   • Click Export
   • Save the CSV file

Critical: Do NOT rename or modify the CSV files. ServiceNow expects the exact format and filename from Microsoft.

Upload to ServiceNow

1. Navigate to Software Asset Management Workspace → License Operations → Direct Integration Profile
2. Select your Microsoft 365 integration profile
3. Go to the Attachments section
4. Upload all three CSV files
5. Click Save

⚠️Multiple Tenants: If you have multiple M365 tenants, attach each CSV to the correct tenant's integration profile.

Processing
A daily scheduled job processes the attached files and imports usage data. After the job runs, verify data appears in License Operations → Software Usage.

💡Ongoing Process: Download and upload these reports regularly (e.g., monthly) to keep usage data current.

See @Kieron Dean SAM Articles -> Microsoft 365 Optimization with SAM Pro: Part 1 & 2

Part 1 - https://www.servicenow.com/community/sam-articles/microsoft-365-optimization-with-sam-pro-part-1/ta-... 

Part 2 - https://www.servicenow.com/community/sam-articles/microsoft-365-optimization-with-sam-pro-part-2/ta-... 

Hope this answers you question.

Jacques