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Subscription Optimizer

Subscription Optimizer reduces cloud subscription costs by reallocating unused seats in near real time. It makes sure the right users get access when they need it, while eliminating wasted assignments.

What it does​

  • Automates license assignment for supported SaaS platforms
  • Frees unused seats based on actual usage and policy
  • Uses rules in License Access Control (LAC) to keep access compliant
  • Notifies end‑users when a seat is assigned, reassigned, or unavailable

Supported platforms​

  • Autodesk Cloud — reassignment check every ~30 seconds
  • LinkedIn Sales Navigator — reassignment check every ~60 minutes

Future support is planned for Microsoft 365, Azure, and additional SaaS platforms.

How it works (high level)​

  1. Usage signal
  • When a user opens an app (e.g., AutoCAD), the OpenLM Agent reports it to Process Manager.
  • Process Manager updates the active session cache and forwards a usage signal to Subscription Optimizer.
  1. Eligibility check
  • Optimizer checks if the user is eligible via LAC (INCLUDE rules and/or groups).
  • If not eligible, End‑User Services (EUS) informs the user and an admin notification can be raised.
  1. Seat allocation
  • If the user is eligible and already has a seat → no action.
  • If a free seat exists → assign the seat and notify the user.
  • If no seats are free → run optimization logic.
  1. Optimization logic (reassignment)
  • Find assigned seats that are currently unused (based on real application activity).
  • Respect daily reassignment limits (default: 1 per seat/day).
  • Query the Machine Learning Usage service for each candidate and pick users with lowest probability to need their seat in the immediate window (default threshold: 0.6).
  • Reassign from the lowest‑likelihood candidates. Notify affected users.
  1. Token group fallback (if applicable)
  • If reassignment isn’t possible, place the user in a token group (temporary access) when available.
  • A background job removes temporary allocation ~24 hours later to avoid overcharges.
  1. Notifications
  • Users get a push notification when:
    • No seat is available and they are not eligible
    • They are placed in a token group (temporary access)
    • A seat has been assigned or reassigned to them
info

Behind the scenes, Subscription Optimizer integrates with OpenLM Agent, Process Manager, License Access Control (LAC), End‑User Services (EUS), and (for supported vendors) the SAS Agent to access account APIs.

Key features​

  • Automated license assignment and reassignment
  • Rule‑driven eligibility using LAC users and groups
  • Usage‑based optimization from actual app activity
  • Machine learning predictions for smarter reallocations
  • End‑user transparency via notifications

Benefits​

  • Reduce spend by reclaiming unused subscriptions
  • Improve availability with near real‑time reallocations
  • Enforce policy with LAC rules and consistent workflows

Prerequisites​

  • OpenLM Workstation Agent installed, with web monitoring enabled
  • Valid email associated with each user (used by SaaS platforms like Autodesk and LinkedIn)
  • License Access Control (LAC) configured with INCLUDE rules and relevant user/groups
  • SAS Agent configured for supported SaaS platforms (e.g., Autodesk Cloud, LinkedIn)
  • Subscription Optimizer enabled in your OpenLM products
  • Admin access to the SaaS tenant to complete integration

Setup overview​

  1. Prepare users and eligibility in LAC
  • Define which users or groups are eligible for optimization using INCLUDE rules.
  • For assets that should be optimized, enable optimization on the managed LAC asset (admin setting).
  1. Connect the SaaS platform
  • For each supported platform, provide required admin credentials via SAS Agent.
  • Verify that LAC can read and deploy rules for that asset.
  1. Deploy agents
  • Ensure the OpenLM Agent is installed on end‑user machines.
  • Confirm Process Manager is receiving app usage.
  1. Enable Subscription Optimizer
  • Turn on the feature for your account and select which assets to optimize.
tip

For LAC configuration and concepts, see: ./automations/lac

Admin quick checklist​

Use this short checklist to enable and validate Subscription Optimizer end‑to‑end:

  1. Enable the feature
  • In Products, enable Subscription Optimizer for your account/tenant.
  1. Connect SaaS platforms (per vendor)
  • Configure admin credentials via the SAS Agent for each supported platform (e.g., Autodesk Cloud, LinkedIn). Ensure connectivity and permissions.
  1. Configure eligibility in LAC
  • In License Access Control, add INCLUDE rules for users/groups who can receive optimized seats. For assets you want Optimizer to manage, enable the optimization flag on the managed LAC asset.
  • Reference: ./automations/lac
  1. Deploy agents and validate usage
  • Install OpenLM Workstation Agent on user machines and keep Personal Dashboard accessible.
  • Verify Process Manager is receiving usage for target apps.
  • References: ./users/personal-dashboard.md, ./data-collection/process-manager.md
  1. Run a quick functional test
  • Choose a user in an eligible group and start a supported app (e.g., AutoCAD).
  • If a seat is free, it should be assigned automatically and the user notified.
  • If all seats are taken, Optimizer should attempt reassignment (respecting daily limits) or place the user in a token group if configured.
  1. Validate outcomes
  • In LAC, confirm that RESERVE rules reflect assignments for the optimized asset.
  • In reports, confirm active sessions are recorded. For process history, see: ../reporting/ui-reports/process-sessions.md
  1. Tune behavior (optional)
  • ML threshold defaults to 0.6; daily reassignment limit defaults to 1 per seat/day. Contact support if you need different values.

Daily operation​

  • Users launch applications normally.
  • If eligible and a seat is available, assignment happens automatically.
  • If no seat is free, optimization attempts a reassignment within the daily limits.
  • If reassignment is not feasible, the user may be placed in a token group (if configured) for temporary access.
  • Near the 24‑hour mark, temporary allocations are removed to avoid token overcharges.

Platform notes​

  • Autodesk Cloud
    • Fast checks (~30 seconds) for reassignment opportunities
    • Uses SAS Agent to interact with Autodesk APIs
  • LinkedIn Sales Navigator
    • License rebalancing runs hourly

Configuration details (what Optimizer uses)​

  • LAC rules
    • INCLUDE: defines eligibility (who can be optimized for a given asset)
    • RESERVE: created automatically when an “include‑all” rule exists and a user starts using the app
  • Usage and predictions
    • Usage source: Process Manager’s active sessions, reported by Agent
    • ML threshold: default 0.6 (configurable); higher means fewer reassignments
  • Reassignment safety
    • Per‑seat per‑day limit: default 1 (prevents churn and user disruption)

Limitations​

  • Currently supports Autodesk Cloud and LinkedIn Sales Navigator only
  • No dedicated UI yet; configuration and monitoring are done via LAC and platform integrations
  • Entire‑asset “assign all” deployments can conflict with optimization; use rule‑based deployment

Example​

  1. User A opens AutoCAD; all seats are in use.
  2. Optimizer verifies eligibility (LAC) and scans usage for currently unused seats.
  3. ML predicts User B has a low probability to need the seat soon.
  4. Seat is reassigned from User B to User A.
  5. Both users receive notifications. The change is tracked in system logs.

FAQ​

Show FAQ

Q: Is this similar to License Harvesting?
A: Yes, but for cloud subscriptions. License Harvesting focuses on server‑based licenses; Subscription Optimizer addresses named‑user SaaS seats.

Q: How do I control who can get reassigned?
A: Define eligibility with LAC INCLUDE rules and groups for each optimized asset.

Q: Can I avoid disruptive reassignments?
A: Yes. Optimizer respects a per‑seat daily limit and uses usage + ML predictions to minimize disruption. You can also rely on token groups for temporary access.

Q: Do users need to reinstall anything?
A: No. Ensure OpenLM Agent is installed and EUS is reachable for notifications.

Troubleshooting​

Show troubleshooting

  • No assignments happening

    • Check LAC eligibility (INCLUDE rules) and that the asset is marked as optimized
    • Verify Process Manager is receiving usage from Agent
    • Confirm SAS Agent is connected to the SaaS tenant

  • Frequent “no seat available” messages

    • Increase eligible users/groups in LAC or add seats
    • Enable token groups for temporary access

  • Unexpected reassignments

    • Review daily limit and ML threshold settings
    • Ensure entire‑asset deployments are disabled; use rule‑based deployment
Last updated on by Maria Gilca