Reclamation rules for SaaS and SSO applications

Reclaim unused SaaS and Single sign-on (SSO) subscriptions to reduce your total software costs.

Reclamation rules define the minimum amount of time for which a subscription must be used. If the subscription doesn't have any activity within a specified time limit, it's added to the list of reclamation candidates.

For each direct integration, the user activity is defined differently. Only one of the listed activities is required to occur within the specified time limit, not all of them.

警告:

Make sure that users don't lose access to their files when their account is reclaimed. Users can't stop their account from being reclaimed unless the Notify user check box is selected on the reclamation rule.

Automatic reclamation is unavailable for some SaaS applications. For these applications, update or remove licenses manually from the application's admin portal.

表 : 1. User subscription reclamation

Application	Activity considered for reclamation	Is reclamation automated?	What happens after auto-reclamation?
Adobe Cloud	Any user activity	No	NA
Adobe 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	Yes	Removes the user's access to the Workfront application. The user is no longer allowed to sign in.
Aha!	User login 注: The analysis period is 60 days.	Yes	Deactivates the account. The user can’t log in to the Aha! portal.
Asana	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	Yes	Deletes the user account. The user can no longer access Asana projects or workspace. Content created by the user remains accessible to other users and the admin can reassign tasks from the Asana dashboard.
Box	User login Any file activity, including 60 actions such as create, edit, delete, share, upload, or download	Yes	Deletes the user account. All files are moved into a folder in the Box admin account that authenticated the integration.
Calendly	Schedule an event	Yes	Removes the account from your organization.
Confluence Cloud	Create or update a space, page, blog post, comment, or attachment	Yes	Removes the user from all associated Confluence groups. The user can no longer access the Confluence site, but the content created by the user remains accessible to other users.
Docusign Account level	Subscription assigned date	Yes	Deletes the account. Docusign admin can access user's files via the Docusign admin portal.
Docusign Organization level	Subscription assigned date	No	NA
Dropbox	User login Any file activity, including 60 actions such as create, edit, delete, share, upload, or download	Yes	Deletes the account. All files are moved into a folder (named after deleted user's email) in the Dropbox admin account that authenticated the integration.
Google Workspace	Google Drive and Google Docs Any file activity, such as create, edit, delete, upload, download, or synchronize Gmail Any email activity, such as read, create, edit, send, or delete	Yes	Deletes the account. All files are moved from Google Drive into a folder (named after deleted user's email) in the Google Workspace admin account. All email messages are deleted when the account is reclaimed. To transfer email messages, use the Google data migration service before reclaiming the account.
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	Yes	GitHub Enterprise Server Suspends the account. All issues, comments, repositories, gists, and other data created by the user are preserved. GitHub Enterprise Cloud Removes the account from all enterprise organizations. Restoring membership within three months of reclamation restores the user access to private forks of your organization.
GoTo	GoToMeeting Host a meeting GoToWebinar Host a webinar or meeting GoToConnect Call using a GoToConnect line	Yes	Reclaiming a product license from a GoTo user account removes the user's access to that product. Without a license, users can't sign in to the product. If all product licenses are reclaimed, the account is automatically suspended, preventing sign-in to any products.
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	Yes	Removes the user from all associated Jira groups. The user can no longer access the Jira site, but the content created by the user remains accessible to other users.
Looker	User's last login	Yes	Removes the user's access to Looker, preventing sign-in. Usage history and personal content are retained.
Microsoft 365	Any user activity	Yes	Removes the user's access to the application, associated plans, and services. If a user has access to an application through a group membership, reclaiming the subscription removes the user from the group and revokes access to the subscription and its associated plans.
Microsoft Dynamics 365 and Power Apps	Create or update the following records in Dynamics 365: Common entities Account Contact Goal Product User Phone Call Task Letter Email Appointment Fax Custom Activities Sale-related entities Competitor Opportunity Invoice Order Quote Account msdyn_relationshipinsightsunifiedconfig msdyn_relationshipanalyticsmetadata Lead Customer Service entities Case Contract Queue Service entity activity Incident	No	NA
Miro	Access or update a board	Yes	Removes user's access to Miro, preventing sign-in.
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 User's last login	No	NA
PagerDuty	Be on an on-call schedule	Yes	Deletes the account.
Rally	User's last login Last activity time	Yes	Removes the user's access to Rally, preventing sign-in.
Roadmunk	User login Add comments to ideas or feedback Create or update feedback Archive or restore roadmaps	Yes	NA
Salesforce CRM Salesforce Marketing Cloud	Last activity	Yes	Deactivates the user.
SAP Ariba	User's last login	No	NA
SAP SuccessFactors	User login	Yes	Deactivates the account.
SAP S/4HANA		No	NA
Slack Enterprise	User login	Yes	Deactivates the user. Messages and files are saved, but the user is removed from all channels and signed out of workspaces, and can't sign back in.
SmartRecruiters	Any user activity, such as create a job or a job ad.	Yes	Removes access to the application. For example, you might want to reclaim the accounts of users who aren't actively using the application or who have quit the organization.
Smartsheet	User's last activity For the list of activities, see Event Reporting Reference.	Yes	Removes the user from your organization account, downgrading them to a free collaborator with read-only access to the reports, sheets, sights, workspaces, and shared templates that haven't been transferred to other users.
Single Sign-on (SSO) subscriptions	Unused subscriptions or subscriptions with limited to no activity.	Yes	Depends on the specific application's integration and configuration.
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	No	NA
Tableau Cloud	User login	Yes	Removes the user from a site only if they don't own content. If they own content, their site role changes to Unlicensed and they are removed from groups, but not completely from the site.
Trello	User login 注: The analysis period is 60 days.	Yes	Removes user's access to enterprise content or features. You can log in but can't access previously accessed boards and cards.
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	Yes	Removes the user's access to the specific product. The user can still access other Cisco Webex products and free licenses.
Workplace from Facebook	Create, update, or view a post in a Workplace group. Comment on a post in a Workplace group. Send messages in the Workplace. Create or update a Workplace Knowledge Library category. Comment on a Workplace Knowledge Library category. Create a public event in the Workplace community.	Yes	Removes the user's access to Workplace. Account is deactivated, preventing login. Posts, comments, and messages remain available.
Zendesk	User login	Yes	Removes user's access to the Zendesk application, preventing sign-in.
Zoom	Host a meeting Host a webinar Last activity	Yes	Downgrades the account to Zoom Basic. All cloud-recorded meetings are deleted, but the locally saved recordings aren't affected.