--- title: "Optimization and automation FAQs" slug: "optimization-and-automation-faqs-in-tenant-manager" updated: 2026-10-29T11:13:36Z published: 2026-10-29T11:13:36Z canonical: "docs.turbo360.com/optimization-and-automation-faqs-in-tenant-manager" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.turbo360.com/llms.txt > Use this file to discover all available pages before exploring further. # Optimization and automation FAQs ## Overview This article answers the most common questions about optimization recommendations, license tasks, and license removal automation in Tenant Manager. It explains what approving a task changes, how to protect people from an automation, and what you can and cannot undo. ### Business value Approvers and administrators can check what a task, an ignore, or an automation will do before they act, which avoids unwanted license changes in Microsoft 365. ## How it works Questions are grouped by topic, and each answer stands on its own. Optimization turns findings into recommendations and tasks, and automation removes licenses under rules you set. Where an answer needs more detail, it points to the article that covers the feature. For numbers and defaults, see [Limits and defaults](https://docs.turbo360.com/docs/limits-and-defaults-in-tenant-manager). For symptoms and fixes, see [Optimization and automation issues](https://docs.turbo360.com/docs/optimization-and-automation-issues-in-tenant-manager). ## FAQs ### Optimization and tasks Optimization turns findings into recommendations and tasks. A task is a request that an approver must approve before anything changes. 1. **Why can I not remove a license from a user?** The license may come from a Microsoft Entra ID group, the user may be excluded, or a task for the change may already be waiting. Licenses given through a group are handled on the **Groups** tab. 2. **Does adding a recommendation to tasks change anything in Microsoft 365?** No. It creates a task. Nothing changes until an approver approves it. 3. **Can I undo an approved task?** Not from Tenant Manager. Approving applies the change in Microsoft 365 immediately. To reverse it, raise the opposite change as a new task, such as adding a member back or swapping back to the original license. 4. **Can I approve my own request?** Yes. A person with the **Approve license tasks** permission can approve a task they raised. 5. **What is the difference between Decline and Mark as done?** **Decline** says the change should not be made. **Mark as done** says the change was made outside Tenant Manager. 6. **Does ignoring a recommendation hide it only for me?** No. An ignore applies to everyone in the account. Restore the recommendation to bring it back for everyone. 7. **What is the difference between the Inactive line and Evaluation duration?** The Inactive line in **Filter settings** decides when a person counts as inactive. It is stored in your browser, so a colleague can see a different list. **Evaluation duration** in **Recommendation settings** sets how far back swaps, service license removals, Idle Copilot, and group license changes look for use. It is set for each tenant and applies to everyone. 8. **Why is a recommendation I expected not listed?** Turbo360 may lack a Microsoft permission that the recommendation needs. Select the information icon next to the **Optimization** page title to see which permissions are granted. The person may also be excluded, hold the license through a Microsoft Entra ID group, or have an ignored recommendation. 9. **Can I approve a failed task again?** No. A **Failed** task cannot be approved or declined. Make the change yourself and select **Mark as done**, send it to your IT team with **Trigger notification**, generate a PowerShell script, or raise the request again. 10. **Do Trigger notification, Generate PowerShell script, or Mark as done change anything in Microsoft 365?** No. **Trigger notification** only sends the task to your IT team. **Generate PowerShell script** only builds commands for someone to run. **Mark as done** only closes the task, and Turbo360 does not check that the change was made. The next sync shows the change once it is made. 11. **Can I reopen a task that I marked as done?** Yes. Select **Actions** > **Move back to not done**. The task returns to **Awaiting approval**. This works only for a task you closed with **Mark as done**, not for a change that Turbo360 applied. 12. **How far back does change history go?** Each sync reads the audit log that Microsoft returns, up to 30 days. Without Entra ID P1, Microsoft returns about 7 days of audit history instead of 30. The **Change history** tab for one person in Explore users shows the latest 500 changes for that person. ### Automation License removal automation runs without approval once it is on. These answers cover control and protection. 1. **Does an automation need approval, and can I run or undo it?** No approval is needed. The switch decides, and once it is on, it runs every day without asking. There is no **Run now** and no undo. 2. **How do I protect a person from an automation?** Exclude the user in Explore. An automation skips every license of an excluded user. The exclusion is saved in Tenant Manager only and changes nothing in Microsoft 365. 3. **What happens to a person's mailbox?** By default, the automation keeps licenses that include a mailbox. If you clear that option, removing the license starts Microsoft's 30-day deletion of the mailbox, unless it is on hold. ## Related articles - [Optimization overview](https://docs.turbo360.com/docs/optimization-overview-in-tenant-manager) - [License tasks](https://docs.turbo360.com/docs/license-tasks-in-tenant-manager) - [License removal automation](https://docs.turbo360.com/docs/license-removal-automation-in-tenant-manager) - [Explore users](https://docs.turbo360.com/docs/explore-users-in-tenant-manager) - [Licenses and costs FAQs](https://docs.turbo360.com/docs/licenses-and-costs-faqs-in-tenant-manager) - [Optimization and automation issues](https://docs.turbo360.com/docs/optimization-and-automation-issues-in-tenant-manager) - [Automating license removal](https://docs.turbo360.com/docs/automating-license-removal-in-tenant-manager)