Setting up a reclamation policy
Create a policy, choose its rules, simulate the result before switching it on, and combine several policies.
A reclamation policy decides which licences are flagged and what happens next. You manage policies on the Reclamation page. You need the Licence manager role (or Owner or Admin).
Policy settings
| Setting | Example | What it does |
|---|---|---|
| Name | Adobe CC – 60 day inactivity | Shown to licence managers |
| Applies to | One entitlement, one product, or everything | A policy for a product also covers suites and downgrade rights that include it |
| Inactive for | 60 days | Flag licences not used for this long |
| Not installed for | 30 days | Flag allocations where the software hasn't been found on the person's devices for this long |
| Include people who left | Yes | Flag licences of deactivated people |
| Grace period for leavers | 0 days | How long to wait after someone leaves. 0 means immediately |
| Include duplicates | Yes | Flag the lesser of two overlapping licences |
| Include retired devices | Yes | Flag per-device licences on retired or lost devices |
| Grace period | 7 days | How long people have to answer before the next step |
| Grace for new allocations | 30 days | Leave new allocations alone for this long |
| Keep for | 90 days | How long a licence is left alone after someone says they still need it |
| Ask the person | Yes | Email people before reclaiming |
| Require approval | Yes, no, or use the organisation's setting | Whether a licence manager confirms each reclaim |
| Excluded groups | Board, Seasonal staff | People in these groups are never flagged |
| Priority | 10 | When several policies apply to a licence, the lowest number wins |
Simulate before you switch it on
Select Simulate. AssetTrove runs the policy over every current allocation in its scope without changing anything, and shows:
- how many licences it would flag, and for which reasons;
- how many it would leave alone because they're excluded, already in a case, or have no usage data;
- the estimated monthly saving.
Adjust the settings until the result looks right, then enable the policy.
Combining policies
Each licence is governed by one policy: the enabled policy with the lowest priority number that applies to it. That lets you set a sensible default for everything, and stricter or more lenient rules for particular products.
Example:
- Priority 100, everything: inactive for 90 days, approval required.
- Priority 10, Adobe Creative Cloud: inactive for 60 days, no approval needed.
Adobe licences follow policy 2; everything else follows policy 1.
Deleting a policy
A policy with open cases can't be deleted. Close or resolve those cases first, or disable the policy instead.