User License Reclamation — Inform

user-license-reclamation-inform

A read-only Tableau Cloud admin workflow that identifies inactive licensed users who are candidates for downgrade to Unlicensed.

Admin Only

This prompt is restricted to Tableau site administrators and requires the ADMIN_TOOLS_ENABLED environment variable.

Workflow

The prompt orchestrates three tool calls:

1. list-users — queries for users matching the target site roles whose lastLogin is older than the inactivity threshold, with limit: 1000. There is no page offset: an unbounded call is capped at the default 100, and any single call — bounded or not — is clamped to the hard per-call ceiling of 1000. If the filtered match count exceeds 1000, the call returns a partial page and mcp.resultInfo.truncated is true; the prompt is required to check this before drawing conclusions, since candidates beyond the cap would otherwise silently not appear.
2. query-admin-insights with kind: "ts-events" — cross-references Access events within the lookback window (capped at 90 days on standard Tableau Cloud) to exclude users who are active despite a stale lastLogin timestamp (e.g., API-only users). The query is scoped to the Step-1 candidates via a SET filter on Actor User Name (the Tableau username, which equals the email on Tableau Cloud): the model replaces a placeholder in the query with the exact candidate names before issuing the call. Without this scope an unfiltered site-wide query on a large tenant is silently truncated to an arbitrary 10000-row slice, which can drop an active candidate's Access events and turn them into a false positive.
3. query-admin-insights with kind: "ts-users" — cross-references Tableau Desktop and Prep last-access dates (Tableau Desktop - Last Access Date, Tableau Prep - Last Access Date), joined to candidates by User Email / User Name. Like the TS Events step, this query is scoped to the Step-1 candidates via a SET filter on User Email for the same truncation reason. A user with a recent non-null Desktop or Prep date is active and is excluded, even if their lastLogin is stale and they have no TS Events Access event. A null date is treated as "no signal" — the user remains a candidate.

The final output is a Markdown table of reclamation candidates with their site role, last login, and days inactive. No user modifications are performed.

Arguments

Argument	Type	Required	Description
inactiveDays	string (integer)	No	Minimum days of inactivity. Defaults to 90.
roles	string	No	Comma-separated site roles to target. Defaults to Creator,Explorer.

Configuration

ADMIN_TOOLS_ENABLED=true

# Optional overrides (env vars)
LICENSE_RECLAIM_INACTIVE_DAYS=90
LICENSE_RECLAIM_ROLES=Creator,Explorer

Scopes

This prompt uses existing scopes — no new scope registration is needed:

• tableau:mcp:users:read (MCP) and tableau:users:read (API) — for list-users
• tableau:mcp:datasource:read (MCP) and tableau:viz_data_service:read (API) — for query-admin-insights

Notes

• TS Events caps at 90 days lookback on Tableau Cloud (365 days with Advanced Management).
• The TS Events and TS Users cross-reference queries are scoped to the Step-1 candidate set (SET filters on Actor User Name and User Email respectively) and are capped at 10000 rows. If a scoped query returns exactly 10000 rows the report warns that results were truncated. For TS Users, 0 rows signals the scope placeholder was not substituted (every user has a row); for TS Events, 0 rows is a valid "no recent activity" result but can also indicate an unsubstituted placeholder, so verify substitution before relying on it.
• lastLogin reflects Tableau UI sign-in only — API-only or embedded users may show as inactive.
• Tableau Desktop / Prep last-access dates (kind: "ts-users") are populated only when the tenant collects Desktop/Prep telemetry. On tenants where this data is unavailable these fields are null for every user — a null date is treated as "no signal", never as activity, so a user active only in Desktop/Prep could still be flagged. The report appends a caveat when Desktop/Prep data appears unavailable.
• Pair with user-license-reclamation-apply to act on the results.

See also: Environment Variables