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On Demand License Management Current - User Guide

Working with Licenses Overview of On Demand Licenses Prerequisites for Licenses Licenses summary Licenses cost Viewing licenses Viewing product usage for different Microsoft products Viewing groups, changing license assignment, and removing licenses Viewing users, assigning and reclaiming licenses Configuration Documentation roadmap Technical Support

Cost by department

The department definitions for your tenant are set in the Azure portal. Place your cursor over a bar to see a monetary value for a department.

 

Viewing licenses

When you select Licenses | Licenses in the left navigation panel, data for all licenses is shown by default. Information about the number of purchased licenses, number of assigned licenses, purchased costs, assigned costs, number of expired licenses, and number of licenses that will expire soon are shown.

If you click the links in the Expired or Expiring soon columns, the Users page is displayed and is filtered to show only the users with expired licenses or with licenses that will expire soon. This allows you to easily identify users that may require management actions such as renewing a license.

You can create filters, using the flexible filtering, to show the specific data that you want. For example, on the Licenses page, you can use the filters to show only free licenses or only paid licenses. You can also filter for licenses where the cost is unknown.

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 .

If you have added custom attributes and you are viewing licenses for a single tenant, you have the option of grouping the licenses by custom attribute. For details about adding custom attributes, see Adding custom attributes .

If you click Conflicts on the top menu bar, you can see the users that have licenses that contain duplicated services, On the Conflicts page, you can also filter by user, AD account status, license activity, and product.

About filtering license data
Grouping by custom attribute
Viewing conflicting licenses

About filtering license data

When you click Licenses | Licenses in the left navigation panel., you could use the FILTER option to filter the displayed licenses using specific criteria. 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.

•
You can use ADD NEW CLAUSE GROUP to further refine the data.
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To remove all filters, click CLEAR ALL.

For example, you could filter licenses to show only paid licenses or free licenses.

To show only paid licenses
1
Click FILTER to open the filter builder.
2
In the first field, select Purchased Cost in the filter list.
3
In the second field, select does not equal.
4
In the third field, enter 0 as the value.
To show only free licenses
1
Click FILTER to open the filter builder.
2
In the first field, select Purchased Cost in the filter list.
3
In the second field, select equals.
4
In the third field, enter 0 as the value.

If you click a column heading, you can sort the column by ascending or descending values.

You can use flexible filters to limit the displayed data to match specific criteria. For example, you might want to only see licenses for Microsoft Power BI.

To show only Power BI licenses
1
Click FILTER to open the filter builder.
2
In the first field, select License from the filter list.
3
In the second field, select contains.
4
In the third field, enter Power BI as the value.

The page displays only licenses that have Power BI as part of the license name. 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.

NOTE: You can also filter licenses by values such as country or department. However, these filters only affect licenses that have been assigned (or are expired/expiring) since only these licenses have been assigned to a country or department. Since licenses that are listed as purchased or unassigned have not been assigned to a country or department, the filters are not applied to these columns. The column totals do not change when a filter is applied.
Grouping by custom attribute

If you have added custom attributes (up to three) and are viewing licenses for a single tenant, you can group the license data by a custom attribute. Custom attributes are used to add information about a user, such as an employee ID, cost center, or some other custom value for which there is not an existing attribute.

For details about adding custom attributes, see Adding custom attributes .

For example, suppose you have created a custom attribute for BU (business unit). To group the licenses by this custom attribute, you would follow these steps:

1
Click the arrow beside Group By.
A list of the available custom attributes is displayed which includes BU.
2
Select BU.
The licenses are grouped showing the number of users for each license in each specified BU.

To remove grouping from the Licenses page, you can select None in the list of custom attributes.

 
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NOTE: Purchased, Purchased Cost, Unassigned, and Unassigned Cost columns are not affected by custom attribute grouping. Purchased and Purchased Cost show the totals for the tenant. Unassigned and Unassigned Cost totals are not yet linked to users so there are no associated custom attributes.

After you have grouped the license information by a custom attribute, you can further filter the data by the custom attribute as well. In filters, custom attributes are displayed in italics for easy identification.

For example, suppose you have grouped the licenses by the custom attribute called Usage Location. You could use the filters to display licenses with users in all locations except one (Usage Location does not equal UK).

Viewing conflicting licenses

When you click Conflicts on the menu bar, you can see the users that have licenses that contain duplicated services, which can result in unnecessary costs. You can use the Conflicts page to determine if one of the conflicting licenses is unnecessary.

The Conflicts page shows a table that includes the user display name, tenant name, and the licenses that have overlapping services. If you click the user row containing the licenses, the details of the services in each license are displayed. The individual services in each license are shown in a right side panel with colored activity indicators beside each service that let you see if the service is active, inactive, never been used, and so on.

The minimum cost is based on the cost of the less costly license that is in conflict. For example, if a user has both an E5 and an E3 license, the minimum loss would be the cost of the cheaper license.

You can display only the services that are different (not conflicting) by moving the Display Common Services toggle to the left.

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

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