IT OPS
Warn idle SaaS users in Teams, then auto-revoke after grace period
Notifies users whose SaaS seat has been idle 60 days via Microsoft Teams, gives a 7-day grace window to log in, and deprovisions any seat still unused after the deadline.
How it runs
The automated pipeline, trigger to output.
- TriggerDaily schedule evaluates seats
- ActionFetch seats + last-login via admin APIHTTP webhook
- LogicSelect newly 60-day-idle, unwarned seats
- ActionSend 7-day warning to user in TeamsMicrosoft Teams
- LogicAfter grace period, recheck still-idle
- ActionDeprovision seats still unusedHTTP webhook
- OutputNotify user + IT channel in TeamsMicrosoft Teams
What it does
This workflow puts the user in the loop before the manager. When a seat hits 60 days idle, it sends the user a Microsoft Teams message warning that their license will be released in 7 days unless they sign in. After the grace period it rechecks last-login and deprovisions only the seats that are still untouched.
When to use it
Use it for tools where occasional users should get a fair chance to reclaim their seat before it is pulled, reducing reprovisioning churn and help-desk tickets. The self-service warning often recovers seats without any admin action.
How it works
- 1A daily schedule evaluates seat activity.
- 2The flow fetches seats and last-login dates from the SaaS admin API via HTTP webhook.
- 3A filter selects seats newly crossing 60 days idle and not yet warned.
- 4It sends each user a Teams warning with the 7-day deadline.
- 5After the grace window, a recheck branch confirms the seat is still idle.
- 6Still-idle seats are deprovisioned and the user and IT channel are notified in Teams.
Set it up
What you configure once, before turning it on.
- 1Connect HTTP webhookTrigger any URL on agent actions.
- 2Connect Microsoft TeamsChannels, chats, files.
- 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.
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