Pull license utilization from Zylo before a renewal
Automatically pull license utilization from Zylo before a renewal with Stepwork. Get seat assignment, active usage, and engagement for the named app in Slack.
- Use case
- License & seat managementProcurement
- Best for
- Procurement Analyst, SaaS Operations Manager
- Applications used
Zylo
Slack
- Business outcome
- Cost savings
The problem
The renewal call is tomorrow. Nobody knows how many seats are used.
Renewal quotes arrive with a seat count the vendor picked. Procurement wants to push back, but the usage numbers sit in Zylo behind filters and exports someone has to run.
Without them, the team renews at the old count or guesses at a cut. Unused seats roll into another year, and the next renewal starts the same way.
The outcome
Every renewal starts with utilization evidence
Stepwork pulls seat assignment, active usage, and engagement for the named app from Zylo and posts it in Slack ahead of the negotiation. The run records who asked and which app it covered.
- The request names the app coming up for renewal.
- An app that Zylo does not track stops the run.
- The Slack reply includes the utilization file.
The process
From Slack request to a utilization file
Procurement names the app coming up for renewal in Slack. Stepwork pulls its usage from Zylo, in the same order every time.
- Step 1
Request it in Slack
A procurement analyst posts the app and its renewal date in the procurement channel. That message starts the flow, and Stepwork records who asked and when.
- Step 2
Open the app in Zylo
Stepwork signs in to Zylo and opens the named app. If Zylo does not track it, or the name matches more than one app, the run stops.
- Step 3
Extract utilization
Stepwork pulls seat assignment, active usage, and engagement for the app, the same views procurement exports by hand before a renewal.
- Step 4
Confirm and reply in Slack
Stepwork checks that the export covers every assigned seat, then posts the file and a short summary back in Slack.
Why Stepwork
Negotiate from the numbers, not the quote
A deterministic agent runs the utilization path you recorded in Zylo. It only reads data, so nothing changes in Zylo or the app, and the run shows exactly what was pulled.
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FAQ