Power Automate workflow · IT & admin

Reclaim unused Adobe licences before renewal

Monthly, compare the Adobe Admin Console user report with sign-in activity and ask managers to confirm or release idle seats.

TriggerRecurrence — monthly; plus 60 days before the VIP anniversary date
ConnectorsSharePoint / OneDrive (Admin Console CSV export) · Excel Online · Microsoft Teams · Microsoft Entra ID
CategoryIT & admin

The problem

At the VIP anniversary, organisations renew every seat — including those unused for months.

The outcome

Idle seats are released or reassigned before renewal, cutting the next invoice.

Before you start

  • A monthly export of users and product assignments from the Adobe Admin Console saved to a folder (or the Adobe User Management API via HTTP).

Build it step by step

  1. Load the export — Read the users table from the latest export.
  2. Join with activity — Compare against Entra ID sign-in activity or the last-used date in Admin Console reports.
  3. Ask managers — For users idle 60+ days, send an adaptive card to their manager: Keep / Release.
  4. Release — On Release, remove the user from the product group.
  5. Report — Summarise seats released and estimated savings for IT and finance.

Connector action names are shown as they appear in Power Automate at the time of writing; Microsoft and Adobe occasionally rename actions or add new versions.

Error handling

  • Exclude named exceptions (e.g. seasonal designers) via a lookup list.

Licensing

  • HTTP to the Adobe User Management API is premium.

Variations

  • Shift low-usage Creative Cloud users to Adobe Express to keep access at lower cost.

Common in: GLCs · Education · Banking