MI Solutions
Insights/MI One use cases
MI One use cases

Finding Inactive Users and Building a Reclaim List

How to find inactive users in MI One and turn them into a reclaim list with costs: filter by last seen, review exceptions, notify users and capture savings.

By the MI Solutions SAM team8 min read2 exhibits

Inactive licenses are the fastest software saving there is. MI One's user list shows every person, the products they hold, their environment, when they were last seen and what their licenses cost, so a reclaim list is a filter away.

From user list to savings

Exhibit 1
A filter turns the user list into a reclaim listUsers for one product at each step (illustrative)1,940All licensed usersSynced from the identity provider and theapp312Last seen over 90 days agoFilter on last seen281After removing exceptionsLeave, seasonal, service accounts264Reclaimed after notice17 asked to keep their licenseIllustrative. At an annual cost of $883 per license, 264 reclaimed licenses are worth about $233K a year oncethe contract count is reduced.

Step by step

  1. Open the user list

    For a product or vendor.

  2. Filter by last seen

    Beyond your threshold, for example 90 days. See inactive user thresholds.

  3. Review exceptions

    Leave, seasonal users, service accounts.

  4. Notify users

    With an MI Flow email, and give them a way to keep their license.

  5. Reclaim

    And reassign or reduce at renewal. See license reclamation.

Where to start: sort by cost

The same filter across all products, sorted by annual cost, shows where a reclaim cycle is worth the most:

Exhibit 2
Start with the products where inactive licenses cost mostAnnual cost of licenses inactive for 90+ days, by product, $K, illustrative$0K$100K$200K$300KCRM$275KProductivity suite$168KDesign suite$94KAnalytics platform$71KProject management$38KE-signature$22KIllustrative. The CRM row is the 312 inactive users above at $883 each.

Before you send notices

Get started

Frequently asked questions

Where does last-seen data come from?

From connected sources such as Microsoft, Okta, Google Workspace and Salesforce, and from admin-portal exports.

Can we export the reclaim list?

Yes, tables can be exported for review or for the vendor's admin console.

How often should we run it?

Quarterly for most products, and 90 to 120 days before each renewal.

See where your software budget goes

Bring your five largest vendors to a 30-minute call. Our SAM experts will show you where the savings usually hide, and how fast MI One can surface them.

Book a callFollow us on LinkedIn

Keep reading

Cutting software costsThe 90-Day Inactive User Rule: Setting Reclamation Thresholds That Work9 min read →Cutting software costsLicense Reclamation: How to Recover Unused Licenses Without Disrupting Users10 min read →MI One use casesUsing Renewal Radar to Manage Notice Deadlines8 min read →