{"id":2268,"date":"2022-11-07T20:14:26","date_gmt":"2022-11-08T01:14:26","guid":{"rendered":"https:\/\/blog2wrkdev.wpenginepowered.com\/how-workato-uses-license-optimization-accelerator\/"},"modified":"2026-09-30T08:22:29","modified_gmt":"2026-09-30T12:22:29","slug":"how-workato-uses-license-optimization-accelerator","status":"publish","type":"post","link":"https:\/\/blog2workato.wpengine.com\/how-workato-uses-license-optimization-accelerator\/","title":{"rendered":"How we\u2019re using our License Optimization Accelerator to save hundreds of thousands of dollars\u00a0"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Like most high-growth technology companies, we rely on hundreds of SaaS applications to carry out our day-to-day work. Moreover, our teams consistently invest in new applications and move away from others, leading our technology stack to constantly evolve.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Given this complex environment, my team initially struggled to identify the applications certain employees use\u2014and those they don\u2019t. We had to message colleagues just to confirm that they use a given application; where if they don\u2019t, we\u2019d then be forced to deprovision these employees\u2019 licenses manually.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">We knew this situation wasn\u2019t scalable. After all, my team was having to spend hours every week on these tedious, mundane tasks instead of focusing on the more strategic, business-critical work that we\u2019re uniquely equipped to take on. In addition, as our technology stack and employee base continued to grow, the issues from the current workflow would only get exacerbated.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">These experiences served as inspiration for building a more scalable, cost-effective solution\u2014both for internal use at Workato and for external adoption by other organizations.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">We\u2019ve since launched the automation solution as an accelerator* and refer to it as <a href=\"https:\/\/www.workato.com\/accelerators\/license_optimization?ref=connector\">our License Optimization Accelerator<\/a>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\" style=\"font-size:14px\">*<em>The accelerator, like the others we\u2019ve launched, is a pre-packaged, customizable solution that comes with pre-built recipes, instructional guides, solution components, reference data, and more.&nbsp;<\/em><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">While the accelerator is still fairly new, we\u2019ve already been able to use it to transform our license optimization processes\u2014and we\u2019ve seen significant business benefits from doing so. You can read on to learn about how we\u2019ve deployed it internally and the benefits we\u2019ve realized.<\/p>\n\n\n\r\n    <div class=\"article__cta\">\r\n\t\t            <div class=\"article__cta-no\">\r\n\t\t\t\t                    <a href=\"https:\/\/www.workato.com\/the-connector\/license-optimization-accelerator\/\">Learn how, exactly, our License Optimization Accelerator works.<\/a>\r\n\t\t\t\t            <\/div>\r\n\t\t    <\/div>\r\n\n\n\n<h2 class=\"wp-block-heading\"><strong>How we\u2019ve deployed the accelerator&nbsp;<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">We started by listing out all the applications in our tech stack, where for each, we tried to answer the following:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>How many days should go by without a user logging into an application in order for their license to be \u201cunderutilized\u201d?&nbsp;<\/li><\/ul>\n\n\n\n<ul class=\"wp-block-list\"><li>Even if they routinely log into an application, are there other usage behaviors that signify that their license is \u201cunderutilized\u201d?<\/li><\/ul>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter\"><img decoding=\"async\" src=\"https:\/\/lh4.googleusercontent.com\/GECNfxcNS46rfvKCtUKn0X7seQ1RV4paKDbiZaBpNn_9tFv8Yw7K06tepf5xmVWidaWTzdBB1Ag9hJQonPf-ny7vZRZrvT7g8bf5vMexoGu6hndFA9C9HrzTilIqDRsLXHsCNXoEVgM5uNdmeb-SzdfXr-LZEzK4f_Qded6xFchCsflgzLBuQXM4xwtLfA\" alt=\"Our underutilized criteria for Zoom, Smartsheet, and Sendoso\"\/><figcaption><em>Our optimization criteria for a few applications<\/em><\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"wp-block-paragraph\">With these answers in mind, we were able to properly configure the applications in the accelerator\u2019s Scheduler (which lets you set up the frequency at which the optimization process runs per application) and Discovery Engine (which, for each application, collects usage data, calculates utilization scores, and creates recommendations to optimize\u2014remove\u2014licenses for users).&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The next step involved setting up the Optimization Engine, which encompasses the entire approval workflow for keeping or revoking licenses.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Since our team uses Slack, we use <a href=\"https:\/\/www.workato.com\/workbot-slack?ref=connector\">Workbot\u00ae for Slack<\/a> as the user interface for executing this part. We\u2019ve also given the Workbot a playful name (\u201cFirefighter\u201d) and use direct, concise copy within each message Firefighter sends so that the end-user can understand why they\u2019re receiving the notification and the actions they can take.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Here\u2019s how the message looks for users:<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter\"><img decoding=\"async\" src=\"https:\/\/lh3.googleusercontent.com\/EGubvFyFqDfcfEEwLvKxqHGSU8dPdSPgVj2JtrFhRLMoVNW2f7KbGJXqppY65iFgKdd7Qe6n7sCDuFk7c1-71pD-_69QVrEIMudV2nvs1ARTCNBIpcx3E_bsPB_V47l1rAgT14E_8xq-iwXZz7x_gD6DNKRGhX7Ein3Pjoc-HwJlsG45fWT1JFyBywGlOA\" alt=\"A screenshot of the message  Firefighter sends to users\"\/><\/figure>\n<\/div>\n\n\n<p class=\"wp-block-paragraph\">And here\u2019s how it looks for approvers:<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/lh6.googleusercontent.com\/c_0C5TgI5KQ8j4mtpmMZlIRWWvJKYL9RkbOvcmSg32Z9dP3Q2yxA1Vs8Ksyqw-_DKImjPJc_hy_BhJ9tNawfnu2u6ZE0W4chbg_ebgkkukuDkEJRohpP0xKhja0y34jgLY7PErbirOw9v2cwgYM5MO8e7eTBT1btdqVoDRhpkfsNAGuIrXblPk6S2j-pmQ\" alt=\"A screenshot of the message  Firefighter sends to approvers\"\/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">Note: The accelerator already includes all of the workflow logic around retaining and revoking licenses; all we did was customize the messages Firefighter sends and modify the steps it takes on the backend so that they\u2019re completely in line with our de-provisioning process.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Significant cost savings and a shift in my team&#8217;s role<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Since using the accelerator, my team no longer has to ask individual employees whether they still need licenses for certain applications, saving us ample time and headache. Moreover, by removing licenses in a way that\u2019s quick and scalable, we\u2019re often able to avoid purchasing additional seats or upgrading a subscription; we can just reallocate seats instead.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">While we\u2019ve still only been using the accelerator for a short period of time, <strong>we\u2019re already projecting that it\u2019ll provide us with $350,000 in annual savings over the next 2 years<\/strong>\u2014and that comes without any disruption to employee productivity.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Last but not least, the accelerator is helping to reshape my team\u2019s role at Workato. Carter Busse, my manager and our CIO, explains:<\/p>\n\n\n<div class=\"article__quote article__quote_v1\">\r\n    <div class=\"article__quote-decor\" aria-hidden=\"true\">\u201c<\/div>\r\n    <div class=\"article__quote-text\">\r\n\t\t\u201cUsing the accelerator, my team is able to spend less time on mundane, repetitive, and reactive tasks, and focus more on initiatives that are core to our organization\u2019s success. This, in and of itself, allows us to act as more of a strategic partner to our internal business teams.\u201drn    <\/div>\r\n\t        <div class=\"article__quote-author\">\r\n\t\t\t\t\t\t                <span class=\"article__quote-author-name\">\r\n\t\t\t\t\tCarter Busse\t\t\t\t<\/span>\r\n\t\t\t\t\t\t                <span class=\"article__quote-author-position\">\r\n\t\t\t\t\tCIO at Workato\t\t\t\t<\/span>\r\n\t\t\t        <\/div>\r\n\t<\/div>\n\n\n<p class=\"wp-block-paragraph\">I\u2019m thrilled that the accelerator is already delivering so much value to my team and to our organization\u2019s bottom line, but I\u2019m even more excited about the potential benefits it can yield for your business.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If you want to learn more about our License Optimization Accelerator, or any of the others we\u2019ve built, you can reach out to your CSM or to our team at accelerators.feedback@workato.com.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Like most high-growth technology companies, we rely on hundreds of SaaS applications to carry out our day-to-day work. Moreover, our teams consistently invest in new applications and move away from others, leading our technology stack to constantly evolve. Given this complex environment, my team initially struggled to identify the applications certain employees use\u2014and those they [&hellip;]<\/p>\n","protected":false},"author":71,"featured_media":12431,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[35,33],"tags":[],"class_list":["post-2268","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-company-product-news","category-thought-leadership"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.7 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How we\u2019re using our License Optimization Accelerator to save hundreds of thousands of dollars\u00a0 - Workato<\/title>\n<meta name=\"description\" content=\"Our Sr. Manager of BT explains how we use the accelerator and the benefits it&#039;s provided to his team and to our bottom line.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/blog2workato.wpengine.com\/how-workato-uses-license-optimization-accelerator\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How we\u2019re using our License Optimization Accelerator to save hundreds of thousands of dollars\u00a0 - 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