Review a software reclamation rule

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 4 minutes to read

    • Use reclamation rules to cancel user subscriptions that have limited to no activity.

    Before you begin

    Role required: sam_admin

    About this task

    When you create a direct integration profile or connect an SSO application, a reclamation rule is automatically created for the software. It's important that you review the reclamation rule to ensure that it meets your specifications. For more information about the reclamation rules for each application, see Reclamation rules and Reclamation rules for Microsoft 365 integration.

    Direct integration Activity
    Aha! User login
    Note:
    The analysis period is 60 days.
    • Tasks created
    • Tasks completed
    • Subtasks created
    • Subtasks completed
    • Assigning tasks or subtasks
    • Moving tasks or subtasks between projects
    • Comments added to tasks or subtasks
    • Story created
    Box
    • User login
    • Any file activity, including 60 actions such as create, edit, delete, share, upload, or download
    Calendly Schedule an event
    Confluence Cloud Create or update a space, page, blog post, comment, or attachment
    Docusign User login
    Dropbox
    • User login
    • Any file activity, including 60 actions such as create, edit, delete, share, upload, or download
    Google Workspace
    Google Drive and Google Docs
    Any file activity, such as create, edit, delete, upload, download, or sync
    Gmail
    Any email activity, such as read, create, edit, send, or delete
    GitHub
    • Create a commit comment
    • Create a Git branch or tag
    • Delete a Git branch or tag
    • Fork a repository
    • Create or update a Wiki page
    • Any issue comment activity, such as create, edit, or delete
    • Any issue activity, such as open, close, reopen, assign, unassign, label, or unlabel
    • Any repository collaborator activity, such as editing the collaborator access permissions
    • Make a private repository public
    • Any pull request activity, such as open, close, reopen, assign, unassign, review, unlabel, and synchronize
    • Any pull request review comment activity
    • Push at least one commit to a repository branch or tag
    • Any release activity, such as publish or edit
    • Any sponsorship listing activity
    • Star a repository
    GoTo
    GoToMeeting
    Host a meeting
    GoToWebinar
    Host a webinar or meeting
    GoToConnect
    Make a call using a GoToConnect line
    Jira Software
    • Create an issue
    • Comment on an issue
    • Update a comment on an issue
    • Activities in the following categories:
      • Auditing
      • Project changes
      • Permission changes
      • Workflow changes
      • Notification changes
      • Custom field changes
      • Advanced Roadmaps changes
    Looker User's last login
    Microsoft Dynamics 365 and Power Apps Create or update the following records in Dynamics 365:
    • Common entities: Account, Contact, Goal, Product, and User, Phone Call, Task, Letter, Email, Appointment, Fax, Custom Activities
    • Sale related entities: Competitor, Opportunity, Invoice, Order, and Quote
    • Customer Service entities: Case, Contract, Queue, and Service entity activity
    Miro Access or update a board
    monday.com
    • Any board activity, such as create, add or remove a note, add or remove a user, and delete
    • Any item activity, such as add, edit, duplicate, and delete
    PagerDuty Be on an on-call schedule
    Rally
    • User's last login
    • Last activity time
    Roadmunk
    • User login
    • Add comments to ideas or feedback
    • Create or update feedback
    • Archive or restore roadmaps
    Salesforce User login
    SAP SuccessFactors User login
    Slack Enterprise User login
    SmartRecruiters Any user activity, such as create a job or job ad
    Smartsheet User's last activity

    For the list of activities, see Event Reporting Reference.
    SurveyMonkey
    • User login or logout
    • Update a group name
    • Add or delete a member
    • Update the group member type
    • Create or resend an invite
    • Create or update a permission
    • Create or update a shared view
    • Create or download an export
    • Update or delete a respondent
    • Create or delete grant information
    • Any survey information activity, such as create, delete, copy, update, and transfer
    • Any collector information activity, such as create, delete, and update
    Trello User login
    Note:
    The analysis period is 60 days.
    Webex
    Webex Training
    Host a training
    Webex Events
    Host an event
    Webex Support Session
    Host a support session
    Webex Meetings
    Host a meeting
    Webex Teams
    • Send or update messages
    • Upload a file
    • Create or update team space memberships
    Workfront
    • Create or update projects
    • Create or update tasks
    • Create or update issues
    • Create or update portfolios
    • Create or update programs
    • Create or update reports
    • Create or update filters
    • Create or update documents
    • Create or update templates
    • Create or update expenses
    Workplace from Facebook
    • Create, update, or view a post in a Workplace group.
    • Comment on a post in a Workplace group.
    • Send messages in Workplace.
    • Create or update a Workplace Knowledge Library category.
    • Comment on a Workplace Knowledge Library category.
    • Create a public event in the Workplace community.
    Zendesk User login
    Zoom
    • Host a meeting
    • Host a webinar

    For SSO subscriptions, the reclamation rule checks for user logins.

    Procedure

    1. Navigate to All > Software Asset > Administration > Reclamation Rules and select the reclamation rule that corresponds to your integration profile.
    2. Review the following fields and modify the reclamation rule as necessary.
      Table 1. Reclamation Rules form
      Field Description
      Name Name for the reclamation rule.
      Applies to Item type that the reclamation rule applies to.

      Include usage from additional discovery sources

      This field appears only when you are reviewing the Microsoft 365 reclamation rule. For more information, see Reclamation rules for Microsoft 365 integration.

      When selected, the usage for Microsoft Access and Publisher is considered from additional discovery solutions such as Microsoft SCCM or ACC-V for E3 to E1 optimization.
      Notify user Option for notifying users via email that their accounts will be reclaimed unless they respond with a request to keep the accounts. If a user wants to keep a license, it becomes the responsibility of the manager to approve or reject the removal of the license.
      Days before auto-reclamation If no response is received from the user within the specified number of days, the account is reclaimed.
      Note:
      This field appears when Notify user is selected.
      Subscription Usage Condition
      Last activity threshold Time limit for no meaningful activity before a user account is added to the list of reclamation candidates. The default value is 60 days for direct integrations and 30 days for SSO applications.
    3. Select Update.

    What to do next

    View the reclamation candidates that are identified by your reclamation rule and start reclaiming user subscriptions.