Reviewers
License typeslicensing@yourco.com
Team usersmanagers@yourco.com
Leavershr@yourco.com
IT leadit-lead@yourco.com
Assigned reviewers
Decisions go to named owners or authorized teams, with reminders, and every email links back to the case.
SAP AI Agent · Basis · Licensing Configurable
Optimize SAP user licenses with governed AI agents.
Find SAP license spend you don't need from actual user activity. The agent identifies inactive and departed users, and users on a higher license type than their work requires, and proposes changes to IT for approval ahead of renewals and audits.
- Human-approved
- ECC & S/4HANA
- SOC 2 Type II
- ISO 27001
License review · production · Q4example run
- 01Users and activity read1,240 users · 90 days of usageDone
- 02Inactive users found86 with no logon in 90 days86 users
- 03Departed users found19 have left but are still active19 users
- 04Over-licensed users41 use only display or approval tasks41 users
- 05Changes confirmedManagers and IT reviewingReview
Design scenario · how the agent is configured to work
Triggered by
Schedule or renewal date
Reads
Users, license types, usage, HR status
Validates against
Your license rules and contract
Writes to SAP
Approved user and license changes
Approved by
IT and managers
Runs on
SAP ECC · SAP S/4HANA
Why it matters
Licenses are paid for people who don't need them.
Users who left, users who never log on and users on a license far above their actual work quietly add to every renewal and audit.
- Departed
Leavers still licensed
Accounts for people who left stay active and counted.License cost → Security risk → Audit findings - Inactive
Users who never log on
Accounts created for projects or occasional use sit idle but licensed.Wasted spend → Inflated counts → Weak negotiations - Over-licensed
Expensive licenses for light work
Users who only display or approve are classified on full licenses.Higher renewals → Audit exposure → Budget pressure
How it works
Read. Validate. Decide. Act.
The same four steps as every Artificio agent. The agent does the research and the paperwork; your teams make the decisions.
- 01 · Read
Read users and activity
Users, license classifications, logon dates and transaction usage.
- Activity over a period you choose
- HR status, where connected
- 02 · Validate
Compare with what they do
Compares each user's license type with their actual activity.
- Your license rules and contract terms applied
- Seasonal and occasional users considered
- 03 · Decide
Propose changes
Proposes locks, removals and reclassifications with the evidence.
- Manager confirms before a user is locked
- Savings estimated from your contract prices
- 04 · Act
Apply after approval
Applies approved changes and tracks the result.
- Users locked, removed or reclassified
- Counts ready for your next measurement
Worked example
A quarterly license review, from activity to approved changes.
Ahead of renewal, the agent reviews 1,240 users in production. Here is a sample of what it proposes.
License review · production client 100146 changes
- Users reviewed
- 1,240SAP
- Period
- Last 90 days
- Inactive
- 86 with no logonSAP
- Departed
- 19 marked as left in HRHR
- Over-licensed
- 41 with display or approval use onlySAP
- Prices
- From your license contractcontract
Clearest group19 users
19 users left the company but are still active and classified on full licenses.
Proposed changes · sampleReview
| User | Proposed | Why |
|---|---|---|
| P. Wong | Lock and remove | Left on 30 Sep (HR); last logon 29 Sep |
| S. Iyer | Lock | No logon since 12 Jun; manager to confirm |
| T. Brandt | Reclassify | Only approves purchase requisitions |
| L. Ortiz | Keep | Logs on at quarter-end for closing; seasonal use |
| All groups | 146 changes | Savings estimated from your contract prices |
- Departed usersITConfirmed
- Inactive usersManagersWaiting
- ReclassificationsIT licensingWaiting
No user is locked or reclassified without confirmation. Seasonal users are kept and noted, so they aren't flagged again next quarter.
Design scenario · names and values are fictional and depend on your SAP configuration
Inside the platform
Every case is traceable from start to finish.
The case shows who it is waiting for, what happens next, what the agent checked and exactly what each person is approving.
License review · Q4 · production
Started Mon 2 Nov, 06:00 · agent version v1
Waiting for managersDocumentsAuditRe-assess
ReadAnalysedConfirmationApplied
Now
Waiting for 14 managers to confirm 86 inactive users, asked Mon 2 Nov at 08:00.
Next
A reminder goes out on Thursday. The renewal measurement is due on 30 Nov.
| Group | Owner | Status |
|---|---|---|
| 19 departed users | IT | Confirmed |
| 86 inactive users | 14 managers | Waiting |
| 41 reclassifications | IT licensing | Waiting |
| Apply changes | Agent | On hold |
Question for A. Chen
Two people on your team haven't logged on to SAP in over 90 days: S. Iyer and B. Novak. Lock their users, or keep them with a reason?
Lock bothKeep with reasonAnswer as authorized delegate
- If a user is seasonal
Kept, and remembered
Users who work only at quarter- or year-end are kept and noted, so they aren't flagged at every review. - If a manager disagrees
Their reason is recorded
Keeping a user needs a reason, which is stored for the next review and the audit. - If SAP rejects a change
The case stays open
SAP's message is recorded so the change can be corrected and retried.
Illustration of how this agent's cases appear on the Artificio platform · names and values are fictional
Capabilities
License management with governance built in.
Every license decision backed by real activity and a recorded confirmation.
- Find
Departed users
Users who left but are still active. - Find
Inactive users
No logon in the period you choose. - Match
Right-sized licenses
License type compared with actual activity. - Respect
Seasonal users
Quarter- and year-end users recognized. - Estimate
Savings
Estimated from your contract prices. - Track
Measurement-ready
Counts ready ahead of renewals and audits.
Ownership
Each decision goes to the person who owns it.
You name who confirms each kind of change. Whoever answers first decides, and anything unassigned goes to the IT lead.
- IT licensing
License types
Reclassifications and contract rules. - Manager
Team users
Confirming locks for their team. - HR
Leavers
Leave dates and status. - Basis
User changes
Locks, removals and validity. - Security
Roles
Roles affected by license changes. - Finance
Budget
License savings and renewals. - Procurement
Contract
Renewal negotiations. - IT lead
Exceptions
Disputed changes, rejected changes and a quarterly report.
Owners, rules and tolerances are configured to your organization and agreed for each deployment.
Controlled autonomy
Start with human oversight. Automate only when ready.
The agent proves itself on your real work before it writes anything to SAP. The platform measures how often your people agree with it, so you decide when to give it more room, case type by case type.
- Step 1Where every agent starts
Shadow mode
The agent proposes every action but writes nothing to SAP. Your people decide, and each answer counts toward the agreement rate.
- Step 2
Approve, then act
The required owners approve. The agent acts in SAP only when the last approval lands.
- Step 3
Act by approved rule
For case types you explicitly configure and approve, such as locking users HR has confirmed as left, the agent acts on its own and reports back.
Agreement with the agent · by case typeIllustrative
Departed users98%
Inactive users86%
Reclassifications72%
- Approval rules are enforced by the platform, whatever the agent's instructions say
- No user is locked without confirmation from HR or their manager
- SAP credentials never reach the agent or its instructions
- Every value carries its source; approved values are locked
Governed agent runtime
Shared platform controls across every Artificio agent.
What makes this agent different is its configuration: its instructions, the tools it may use and the policies it works under. Reviewers, approvals, versions and audit work the same way for every agent you add.
Tools
Read users and logon dataRead
Read transaction usageRead
Compare license type with activityRead
Lock or reclassify user in SAPAction
Read tools and Action tools
Gathering data is kept separate from changing SAP. Action tools are controlled and can require human approval before they run.
Instruction versions
v3ActiveTolerances updated
v2New plant added
v1Created from blueprint
Versioned instructions
Versions can't be edited, and each case keeps the version it started with, so a change never alters work in progress.
Recreations of Artificio platform screens
What we measure
Results you can see in your own numbers.
Every pilot tracks the same four measures from day one, so the business case comes from your data, not ours.
Licenses recovered
Users locked, removed or reclassified.Estimated savings
From your contract prices, per change.Departed users active
Leavers still active, tracked to zero.Review completion
Changes confirmed, or kept with a reason.
For SAP teams
Integrates with SAP ECC and S/4HANA through standard interfaces.
The agent reads and writes data through supported SAP interfaces, without modifying standard SAP objects and without replacing your existing governance.
Reads from SAP
| Users | Validity, license classification and logon dates |
|---|---|
| Usage | Transaction usage over the review period |
| HR status | Leavers, where connected |
| Contract | Your license types and prices |
Writes to SAP
| Users | Locks and validity changes, after approval |
|---|---|
| License classification | Reclassifications through supported interfaces |
| Reports | Review results for renewals and audits |
| Responses | Every SAP response recorded on the case |
ScopeLicense classification and measurement work differently across SAP releases and contracts. The user types, rules and data in scope are agreed in discovery. This agent supports license decisions; it does not replace SAP's official measurement or licensing advice.
Pilot approach
Start with one production system.
A focused pilot in your QA or sandbox system proves the agent on your own data before anything reaches production.
- Phase 1
Connect
Review SAP edition, interfaces, authorizations and representative data.
- Phase 2
Configure
Agree the system, review period, license rules and approvers.
- Phase 3
Pilot
Run a review in shadow mode and confirm the proposed changes.
- Phase 4
Expand
Review the four measures, then add systems and approved automatic locks.
Frequently asked questions
Questions SAP teams ask.
How does it decide a user is over-licensed?
It compares each user's license classification with what they actually do in SAP over the review period, using your license rules and contract terms.
Will it lock users without asking?
No. Managers confirm inactive users, HR confirms leavers, and IT confirms reclassifications before anything changes.
What about users who only work at month- or year-end?
They're recognized as seasonal from their usage pattern, kept, and noted so they aren't flagged at every review.
Does it replace SAP's license measurement?
No. It helps you clean up before measurement and renewal. Official measurement and contract questions stay with SAP and your licensing advisors.
Can it estimate savings?
Yes, from the prices in your contract. The estimates are shown per change and in total; they're estimates, not invoices.
Is the License Optimization Agent available today?
It is configured on request on the same governed platform as Artificio's available agents. We start by scoping your process and systems, then configure and test the agent in a pilot in your SAP QA or sandbox system before anything reaches production.
Does the License Optimization Agent write to SAP without approval?
Not by default. Every agent starts in shadow mode, where nothing is written to SAP. After that, the required owners approve before the agent acts. Automatic action is only possible for cases you explicitly configure and approve.
Which SAP versions are supported?
SAP ECC and SAP S/4HANA. The exact interfaces and scope are confirmed for your release and deployment during technical discovery; S/4HANA Cloud Public Edition is reviewed case by case.
Security & compliance
Enterprise security across every agent
ISO 27001:2013 certified, SOC 2 Type 2 compliant, GDPR and HIPAA ready. Every agent action is logged and auditable, and SAP credentials stay in the platform's integration accounts.
- ISO 27001:2013
- SOC 2 Type II
- GDPR ready
- HIPAA ready
See it working
Two ways to get started.
Request Demo
Talk through your SAP licensing and renewal plans with our team, and see how a similar agent works on the Artificio platform.
Request DemoDiscuss an SAP pilot
Scope a pilot on one production system in your SAP QA or sandbox system, with the four measures agreed up front.
Discuss an SAP pilot