Salesforce License Utilization Report

Overview

FlowLibs - Salesforce License Utilization Report is a monthly scheduled Cloud Flow that audits Salesforce license usage across your organization. It queries all Salesforce user records, calculates active vs. inactive license counts, identifies users who haven't logged in within a configurable threshold (default 60 days), writes detailed per-user data to an Excel workbook, and sends a formatted HTML summary email to IT administrators for license optimization decisions.

Use Case

SaaS license costs are one of the largest recurring expenses in enterprise IT. Salesforce licenses in particular can cost $150-$300/user/month. Organizations frequently have users who retain active licenses but haven't logged in for months — representing significant waste.

This flow automates the manual process of pulling Salesforce user reports, cross-referencing login activity, and compiling utilization metrics. IT admins receive a monthly email with detailed metrics and an actionable inactive-user list.

The flow is ideal for teams that:

• Total, active, and inactive user counts
• Utilization percentage
• An HTML table of inactive users for immediate review
• A persistent Excel workbook for historical tracking and audit

Flow Architecture

Environment Variables

Connectors & Connections

Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Changing the schedule

Modify the Recurrence trigger. Change interval and frequency to adjust timing. Add schedule.hours and schedule.minutes for specific run times.

Adjusting the inactive threshold

Update the flowlibs_SfInactiveDaysThreshold environment variable. The flow uses this value in the dateDifference() calculation to determine Active vs. Inactive status.

Adding more Salesforce fields

Edit the Get_All_Salesforce_Users action's $select parameter to include additional fields (e.g., Department, ManagerId). Then update the Excel table columns and the Write_User_Row_To_Excel action to map the new fields.

Customizing the email report

Edit the Compose_Email_Body action to modify the HTML template. The report uses inline CSS for email client compatibility. Add/remove sections, change colors, or modify the summary metrics as needed.

Filtering specific license types

Add a Condition action after Get_All_Salesforce_Users (inside the loop) to filter by UserType or Profile.Name. This allows reporting on specific license tiers only.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

div(sub(ticks(utcNow()), ticks(if(empty(items('For_Each_User')?['LastLoginDate']), '1900-01-01', items('For_Each_User')?['LastLoginDate']))), 864000000000)

if(and(equals(items('For_Each_User')?['IsActive'], true), lessOrEquals(outputs('Calculate_Days_Since_Login'), variables('varInactiveDaysThreshold'))), 'Active', 'Inactive')

if(equals(variables('varTotalUsers'), 0), 0, mul(div(float(variables('varActiveUsers')), float(variables('varTotalUsers'))), 100))