IT OPS
Pre-Renewal License Reclamation Digest by Email
Ahead of each SaaS renewal date, pulls 90-day usage from BigQuery and emails finance and IT an Outlook digest of reclaimable seats and projected renewal savings.
How it runs
The automated pipeline, trigger to output.
- TriggerRenewal-lead schedule fires
- ActionCompute 90-day per-seat usage in BigQueryBigQuery
- LogicBucket seats and compute recommended commit
- ActionAssemble savings digest
- OutputEmail digest via OutlookOutlook
What it does
For each upcoming SaaS contract renewal, it analyzes the last 90 days of usage in BigQuery, identifies seats that can be dropped before the renewal commit, and emails a clean digest via Outlook to finance and IT. The digest shows current seat count, reclaimable seats, and the new recommended commit with dollar savings.
When to use it
Use it in the weeks before a renewal negotiation, when right-sizing the seat count directly cuts the contract. Best for IT and procurement teams that want renewal-ready evidence rather than scrambling at signing time.
How it works
- 1A schedule keyed to renewal lead time triggers the workflow.
- 2BigQuery computes per-seat 90-day activity for the renewing app.
- 3A logic step splits seats into active, reclaimable, and uncertain buckets and computes the recommended commit.
- 4A formatting action assembles the savings digest with current vs recommended seats.
- 5Outlook emails the digest to the finance and IT distribution list.
Set it up
What you configure once, before turning it on.
- 1Connect BigQueryDatasets, queries, schemas.
- 2Connect OutlookMail, calendar, contacts.
- 3Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 4Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 5Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run it inside a business
This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
Run this workflow in your colony.
14-day trial. No DevOps. No Sales call. Provisioned in under a minute.