On Demand License Management Current - User Guide

Viewing group information

By default, the All Groups table is populated with columns that show information such as group name, group type, tenant, licenses that are available in the group, number of users in the group, etc. You can see how many group members were active or inactive during the selected time period.

You have the option to export the displayed data to a file in .csv (comma separated values) format for further analysis. For details, see Exporting data to .csv format .

When you click Licenses | Groups in the left navigation panel, you can view your groups and see which groups provide licenses and the services available in each license. You can also filter to see the groups that do not currently offer licenses.

You can use the EDIT COLUMNS option to update the table by selecting or clearing the columns that you want to include in the table.

You can create filters by selecting fields such as license, group type, active users, inactive users, etc. You can click + at the end of the first row and select All of (and) or Any of (or) to add an additional filter rule. To remove an individual filter rule, click X beside the rule.

The contains operator allows you to filter for partial values, For example, suppose you only want to see licenses that have “Microsoft 365” in the license name.

The page displays all groups that have Microsoft 365 licenses such as Microsoft 365 E3 or Microsoft 365 E5.

About changing group license assignment and removing licenses

The Update License Assignments page lets you assign an available license to a group or to change the services that are enabled in the license for the selected group.

The Remove Licenses page lets you remove a license from a group or from multiple groups. When you remove the license, all users in the group lose access to the services provided by the license. For example, a group might have several licenses that provide similar services. If the user activity for one license is very low or non-existent, you might decide to remove that license from the group.

To assign licenses to and reclaim licenses from users, to assign or update licenses for groups, and to remove licenses from groups, consent must be granted for License Administration for the tenant.

On Demand Licenses regularly synchronizes each On Demand tenant with Microsoft Azure to populate the data in the reports. However, for management activities such as assigning licenses to users and updating licenses for groups, you need real-time license information to ensure you are assigning or updating licenses that are currently available.

A new permission has been added to the License Administration (Read Organization Information) to provide real-time information for license administration activities. To add this permission, you must regrant consent for License Administration for each of your tenants (Tenants | Edit Consents). After you have regranted consent for License Administration for each tenant, no further action is required.

This version of the feature has the following limitations:

To be able to assign licenses to or remove licenses from groups, the following prerequisites must be met:

NOTE: To assign users to a role that only has Can Read Licenses permissions, you can add a custom role that only has Can Read Licenses selected.

2	In the Roles list, click the vertical ellipsis menu in the Action column for the License Management Administrator role and select Assign Users.

Updating a group license assignment

On the Update License Assignments page you can assign a license to a group. You can also enable or disable the license services available to the group. For limitations, see Current limitations .

When viewing the Update License Assignments page, you can export the list of groups and the assigned licenses to a .csv-format file by clicking EXPORT AS CSV.

TIP: To see details about which license services are enabled for a specific group, click the license name in the License name column.

2	Select the gear icon beside the group you want to update.

3	Click the down arrow beside the license name to show the available services for that license.

The Job Status page is displayed showing a job status of Pending for the group assignment job that you have submitted. To see the most updated status, refresh the page by clicking REFRESH JOB STATUS.

Removing a license from a group

You might want to remove a license from a group if another license provides similar services.

The Job Status page is displayed showing a job status of Pending for the license removal job that you have submitted. To see the most updated status, refresh the page by clicking REFRESH JOB STATUS.

When viewing the Remove Licenses page, you can export the list of groups and the licenses selected for removal to a .csv-format file by clicking EXPORT AS CSV.