Set up License Genie
Use this guide to set up License Genie. The steps in this guide assume License Genie is already installed in your workspace.
Before you begin
Some applications require additional configuration to work with License Genie. Review the requirements for each application you plan to use and complete any requirements that apply.
Gong
Ensure that read/write scopes are added to your Gong permission profile.
Open Gong, go to Admin Center > Provisioning, and confirm your identity provider (Okta or Microsoft Entra ID) is selected and groups are configured for your organization.
Enable the following OAuth scopes:
api:stats:user-actionsapi:stats:interactionapi:logs:readapi:calls:read:basicapi:users:readapi:stats:scorecardsapi:permission-profile:readapi:stats:user-actions:detailedapi:settings:scorecards:readapi:workspaces:read
MANUAL EXECUTION REQUIRED
If your organization does not use Okta or Microsoft Entra ID, License Genie can recommend license downgrades but can't execute them. Downgrades must be completed manually in Gong, as Gong doesn't support provisioning through its API.
Microsoft Entra ID
- Requires a P1/P2 license.
- Enable Reports and Audit logs permissions in the Azure Portal.
- Audit log availability varies by license. Refer to the Microsoft data retention reference for more information.
Okta
The OAuth client or API token must be created by a Super Administrator or Organization Administrator.
Enable the following scopes if using OAuth:
okta.groups.readokta.groups.manageokta.users.readokta.apps.readokta.apps.manageokta.logs.read
Salesforce
- Enable logging in Salesforce so that usage metrics are recorded.
Zoom
Enable the following OAuth scopes in your Zoom app:
report:read:adminuser:write:admin
The connected Zoom account must also have access to Usage Reports and User Management in its Zoom role settings.
Configure connections
Complete the following steps to configure connections:
Go to Agentic | License Genie > Config > Connections.
Open the CON | <AppName> folder for each application you plan to use and set up a connection. The following apps are present under core functionalities:
Configure metadata
Complete the following steps to configure the data tables that control how License Genie identifies and schedules license optimization:
Go to Agentic | License Genie > Config > Metadata.
Edit the License Optimization Scheduler data table.
| Field | Description | Example |
|---|---|---|
| App name | Enter the name of the application to optimize. | Gong |
| Data Source | Enter the SSO system used to provision and manage access for this app. | Okta |
| Day/Date | Set the optimization schedule. Enter a date number to run monthly on that date. For example, enter 22 to run the optimization on the 22nd of every month. Enter a day name to run weekly. For example, Wed runs every Wednesday. | Wed |
| Is Active? | Set to TRUE to enable optimization or FALSE to disable it. | TRUE |
| Underutilization Criteria | Describe the conditions that indicate a user is underutilizing the application, including a date range for the genie to check. | Has been inactive for more than a month |
| Admin Email/Channel ID | Enter the admin's email address or notification channel for this application. Separate multiple emails with commas. | [email protected] |
| Processing Type | Enter Auto for automatic (API-based) processing or Manual for manual processing. | Auto |
Edit the Application License Inventory data table. This table stores license tier details for each app and is used for downgrade recommendations. It can be populated using the contract data extraction feature or manually. Configure the following fields:
| Field | Description | Example |
|---|---|---|
| SSO Group/App ID | Enter the SSO group ID for this license tier. Each license tier must have a separate SSO group for downgrades to work correctly. | 00g1a2b3c4 |
| License Hierarchy/Rank | Assign a rank to each license tier. Rank 1 is the highest tier with the most features or highest cost. The rank determines the downgrade path. | 1 |
Optional. Edit the License optimization exclusion list data table to exclude specific users from optimization for an application.
| Field | Description | Example |
|---|---|---|
| Application | Enter the name of the application. | Salesforce |
| Enter the employee's email address. | [email protected] | |
| Optimization allowed | Set to FALSE to exclude this user from optimization for the specified application. | FALSE |
Go to Agentic | License Genie > Extensions > Entra ID License Data and start REC | Entra ID Service Plan Registry Sync. This recipe loads SKU plan names and application name mappings into the Entra ID Service Plan Registry table, which License Genie uses to identify the correct license to revoke during Entra ID optimization.
MICROSOFT ENTRA ID ONLY
This step is only required if you are using Microsoft Entra ID.
Optional. Go to Agentic | License Genie > Extensions > Salesforce License Data and activate REC | Salesforce License Permission Registry Sync to sync Salesforce license permission data on a monthly basis. Ensure the Salesforce connection is set up correctly before activating the recipe.
Configure project properties
Complete the following steps to configure project properties:
Go to Agentic | License Genie > Settings > Project properties.
Edit the following project properties:
| Property | Description | Example |
|---|---|---|
| genie_name | Set the display name for License Genie. | License Genie |
| Approval.User.Enabled | Set to TRUE to enable user approval or FALSE to disable it. | TRUE |
| Approval.Manager.Enabled | Set to TRUE to enable manager approval or FALSE to disable it. | FALSE |
| Approval.Admin.enabled | Set to TRUE to enable admin approval or FALSE to disable it. | TRUE |
| Approval.ReminderFrequency.Days | Set the number of days between approval reminder notifications. | 3 |
| Approval.TimeOut.Days | Set the number of days after which the approval workflow times out. | 7 |
| Approval.TimedOutDefaultAction | Set the default action when all configured approvals time out. Accepts Approved or Rejected. | Rejected |
| EntraId.SignIn.Count | Set the number of sign-in records to fetch per API request. Entra ID only. | 100 |
| EntraId.User.Count | Set the number of user records to fetch per API request. Entra ID only. | 100 |
| Feedback_url | Set the URL to use for user feedback submission. |
Go to Agentic | License Genie > Settings > Project access and add the user groups that need access to this project. This should include admins and developers working on custom extensions. End users whose licenses are being optimized don't need project access.
Configure License Genie
Complete the following steps to configure License Genie:
Go to Agentic | License Genie, select License Genie, and click Edit.
Select your AI model and chat interface. Don't change the genie description.
Optional. Go to the Knowledge bases section, click Add > New knowledge base, and create a knowledge base. You can then add PDFs for License Genie to reference.
Go to the Enterprise skills section and activate the following skills by clicking the skill name, then clicking Start recipe:
| Skill | Location |
|---|---|
| Request Bulk Approval for Escalated Requests | Agentic | License Genie > Core > Approval Workflow |
| Request user approval | Agentic | License Genie > Core > Approval Workflow |
| Capture user feedback | Agentic | License Genie > Core > User Feedback |
| Review new user identified for optimization | Agentic | License Genie > Core > Reports |
| Get license optimization report | Agentic | License Genie > Core > Reports |
| Optimization Status Update | Agentic | License Genie > Extensions > Apps to Optimize > Manual |
Activate additional skills for each application you plan to use.
Go to Agentic | License Genie > Core.
Click the Assets filter, select Recipe, and start all recipes in the folder.
Return to Agentic | License Genie and select License Genie.
Click Start genie.
Extend License Genie
All steps in this section are optional. All modifications must be made in the Extensions or Custom Extensions folders. You can't modify the Core folder.
Extensions
Complete the following steps to activate additional apps and features:
Go to Agentic | License Genie > Extensions > Apps to Optimize. The following apps are available:
- SAP Concur
- Coupa
- Outreach
- Manual: upload a CSV usage data file for apps without API integration
CORE SKILLS ONLY
Only skills in the Core folder are set up for downgrade logic. Skills in Extensions aren't configured for downgrades.
Open the folder for each app you plan to use, click the skill name, and click Start recipe. Then add the skill to License Genie.
Optional. Make app license pricing data accessible to License Genie through its knowledge base by going to Agentic | License Genie > Extensions > Knowledge Ingestion and activating Store Application License Inventory in Knowledge Base. Then go to License Genie and add the Application License Inventory knowledge base. This step makes existing inventory data accessible to the genie, but doesn't create records in the Application License Inventory.
Go to Agentic | License Genie > Extensions > Functions > FUNC | Get manager details. This function retrieves manager details for approval routing and must be connected to your organization's provisioning app. Certain steps are skipped by default. Unskip or configure the steps for your provisioning app:
| Provisioning app | Action |
|---|---|
| Okta | Unskip steps 3–9 |
| Microsoft Entra ID | Unskip steps 10–13 |
| Workday | Unskip steps 14–19 |
Map the manager email datapill to the data field in the final return step. The function then passes the manager's email address automatically to the next step of the recipe.
CUSTOM PROVISIONING APPS
This function may need additional configuration if your provisioning app isn't listed above. Refer to your app's connector documentation for more information.
Custom extensions
Complete the following steps to build a custom skill:
Go to Agentic | License Genie > Custom Extensions > [App Name]. Templates for new apps are already configured.
Rename the folder and skill to match the app name.
Add the skill to License Genie.
Activate and test
Complete the following steps to confirm your setup using Workato GO.
Go to AI Hub > Workato GO and copy your subdomain URL.
Workato GO subdomain URL
Open the URL and log in with your Workato Identity credentials.
Click the Ask field and select License Genie from the drop-down menu. Alternatively, select Genies in the sidebar and select License Genie.
Select License Genie from the Ask drop-down menu
Enter Who are you? in the chat. License Genie should greet you by name, confirm its name, and describe its role.
Last updated: