IT OPS
Route dormant-seat reclaims through manager approval
For each dormant SaaS seat, it asks the account owner's manager in Slack to approve or hold reclamation.
How it runs
The automated pipeline, trigger to output.
- TriggerScheduled reconciliation run
- ActionPull seats, managers, and SSO last-loginCustom MCP server
- LogicFilter to seats past dormancy threshold
- ActionAsk each manager to approve or hold in SlackSlack
- LogicBranch on approve vs hold-with-reason
- ActionOpen Asana deprovision task on approvalAsana
- OutputSlack roundup of approvals, holds, and pendingSlack
What it does
Rather than auto-reclaiming idle seats, this flow puts a manager in the loop. For every account flagged dormant, it sends the user's manager an approve-or-hold prompt in Slack. Approvals create a deprovision task; holds are recorded with the manager's reason so finance still has an audit trail of why the seat stayed.
When to use it
Use this when seat reclamation carries risk: contractors who log in rarely but need access, seasonal roles, or seats tied to integrations. The manager gate prevents revoking access from someone who still legitimately needs the tool.
How it works
- 1A scheduled run starts the reconciliation.
- 2A custom MCP call pulls seat assignments and each user's manager plus SSO last-login.
- 3A logic step filters to seats idle beyond the threshold.
- 4An action sends each manager an interactive approve-or-hold message in Slack.
- 5A logic step branches on the response: approved versus hold-with-reason.
- 6On approval an action opens an Asana deprovision task; on hold it logs the retention justification.
- 7The output posts a Slack roundup of approved reclaims, holds, and seats awaiting reply.
Set it up
What you configure once, before turning it on.
- 1Connect Custom MCP serverConnect any MCP-compatible tool you own.
- 2Connect SlackChannels, DMs, threads, mentions.
- 3Connect AsanaTasks, projects, milestones — everywhere.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run this workflow in your colony.
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