Approving reclaims and true-down
Review flagged licences, approve or reject them, and choose between returning a seat to the pool or holding it for renewal.
When approval is required, flagged licences wait on the Reclamation page with the status Waiting for approval. You need permission to approve reclaims (Licence managers have it).
What each case shows
- the person and the licence;
- the reason and the evidence, for example last used 1 August, 103 days ago;
- when it was detected, when the person was notified and when the grace period ended;
- the estimated monthly saving.
Your options
| Action | Result |
|---|---|
| Approve | The licence is reclaimed. You can add a note, for example Confirmed with manager |
| Reject | The person keeps the licence and is left alone for the policy's keep for period. A note is required |
| Exempt | Keep the licence until a date you choose, up to two years ahead, for example Annual campaign work, until 30 June. Works at any stage |
| Approve selected | Approve up to 500 cases at once. Each one is handled separately, so one failure doesn't stop the rest |
Right before reclaiming, AssetTrove checks activity again. If the person has used the software since it was flagged, the case closes as resolved instead, and the licence stays.
Return to pool or true-down
When you approve, choose what happens to the seat:
- Return to pool (default): the seat is free to give to someone else. If the entitlement has a reassignment cooldown, the seat is reserved until the cooldown ends.
- True-down: for subscriptions whose contract doesn't allow reducing seats mid-term. The seat is held until the contract ends and counted in the renewal notice, so you know exactly how many seats you can cut at renewal. True-down is only available when the contract has an end date and doesn't allow mid-term reductions.
When reclaiming fails
Later, AssetTrove will also remove reclaimed seats directly in tools like Microsoft 365 and Adobe. If that removal fails, the case shows Reclaim failed with the error and the allocation is not revoked in AssetTrove, so the two systems never disagree. Select Retry once the problem is fixed.