Summary

This workflow automates the removal of Microsoft 365 licenses from user accounts. The solution supports various scenarios including user offboarding, license optimization, and cost management. The workflow validates the user identity, documents currently assigned licenses, performs pre-removal checks (mailbox backup, data retention), removes specified or all licenses, and verifies the removal was successful. By automating license removal, the workflow ensures consistent deprovisioning, prevents orphaned licenses, and supports cost optimization through timely license reclamation.

Usage

Prerequisites

Before using this workflow, ensure the following requirements are met:

1. Microsoft 365 Integration: Configure M365 integration with license management permissions

2. PSA Integration: For ticket tracking

3. Email Integration: For notifications

4. Organizational Variables:

   • m365_license_removal_ticket_board: PSA board for license changes
   • m365_license_backup_mailbox: Archive mailbox before removal
   • m365_license_grace_period_days: Days to wait before removal
   • m365_license_notification_recipients: Alert recipients

Workflow Inputs

Parameter	Type	Required	Description
user_email	String	Yes	User email address
company_id	String	Yes	PSA company ID
license_skus	Array	No	Specific license SKUs to remove (defaults to all)
backup_mailbox	Boolean	No	Backup mailbox before removal. Default: true
convert_to_shared	Boolean	No	Convert to shared mailbox first. Default: false
ticket_id	String	No	Existing PSA ticket to update
reason	String	No	Reason for removal

Execution

Manual Trigger

• Execute from PSA ticket or form submission

Automated Trigger

• Part of user offboarding workflow
• License optimization workflow

Removal Process Flow

1. User Validation: Verify user exists in M365 tenant
2. License Inventory: Document currently assigned licenses
3. Pre-Removal Checks: Verify mailbox backup, data retention compliance
4. Mailbox Conversion: Convert to shared mailbox if requested
5. License Removal: Remove specified or all licenses
6. Verification: Confirm licenses were successfully removed
7. Service Validation: Verify services are properly deactivated
8. PSA Update: Update ticket with removal details
9. Cost Documentation: Log license cost savings
10. Notification: Alert requestor of completion

Returned Data

{
  "success": true,
  "removal_summary": {
    "user_email": "john.smith@acmecorp.com",
    "user_display_name": "John Smith",
    "company": "Acme Corp",
    "licenses_removed": [
      {
        "sku": "ENTERPRISEPACK",
        "name": "Office 365 E3",
        "monthly_cost": 36.00
      },
      {
        "sku": "POWER_BI_STANDARD",
        "name": "Power BI (free)",
        "monthly_cost": 0.00
      }
    ],
    "total_licenses_removed": 2,
    "monthly_savings": 36.00,
    "annual_savings": 432.00
  },
  "pre_removal_actions": {
    "mailbox_backed_up": true,
    "backup_location": "shared-mailbox-archive",
    "converted_to_shared": true,
    "data_retention_compliant": true
  },
  "verification": {
    "licenses_remaining": 0,
    "services_deactivated": ["Exchange Online", "SharePoint Online", "Teams", "Office Apps"],
    "mailbox_type": "SharedMailbox"
  },
  "ticket_id": "OFF-2026-015",
  "reason": "Employee termination - effective 2026-03-01"
}

Changelog

2026-03-04

• Initial version of the document