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On Demand License Management Current - User Guide

Working with License Management Overview of On Demand License Management Prerequisites for License Management License Management summary License Management cost Viewing licenses Viewing product usage for different Microsoft products Viewing users Configuration Documentation roadmap Technical Support

About filtering users

When you click Users o in the left navigation panel, you can view your users and see which users have licenses and the estimated cost per user. You can also filter to see the users that are not currently licensed. If you use the Single Product License filter, you can identify users who have purchased a single product license who might better be upgraded to a license that contains that product with other services.

You can use the EDIT COLUMNS option to update the table by selecting the columns that you want to include such as Job Title. For example, if you have added a custom attribute, you can add the attribute as a new column in the table. For more information, see Adding custom attributes .

You can create filters using the following values: department, country, license, User, AD account status, license status, license activity, user license state, product, job title, service, single product license, service status, and any custom attributes that you have added. 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.

For example, you can use filters to see users that are not currently licensed.

1
Click FILTER to open the filter builder.
2
In the first field, select User License State from the filter list.
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In the third field, select Unlicensed as the value.

The page displays the unlicensed users.

The contains operator allows you to filter for partial values, For example, suppose you only want to see users that have “manager” in their job title. Since job title is not a default column, you can first add it to the page before you create the filter.

1
Click EDIT COLUMNS and, in the field list, select the check box beside Job Title.
2
Click FILTER to open the filter builder.
3
In the first field, select Job Title from the filter list.
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In the third field, enter manager as the value.

The page displays all users that have “manager” in their job title.

You can create filters, using license Management flexible filtering, to show the specific data that you want.

Configuration

When you click Configuration under License Management in the left navigation panel, the Configuration page is displayed.

The Configuration page allows you to customize your cost reporting to match your Microsoft 365 or Office 365 deployment. You can customize the license costs to more accurately reflect your own cost data. You can also exclude specific licenses from being included in the calculations in the License Management reports.

You can also add up to three Azure AD custom attributes to use in filtering user information. Custom attributes include the standard custom attributes available in all tenants and any extended custom attributes that might be specific to a tenant.

Customizing rates and excluding licenses

Initial license cost data is based on default rates. The Customize Rates feature can be used to specify the actual Microsoft license costs being charged in your tenant, with a resulting increase in the accuracy of the cost data.

You can also use this feature to exclude specific licenses from the calculations in the reports. For example, you might want to exclude free or trial licenses or licenses that happen to be bundled with other Microsoft licenses but are not used.

1
Click Configuration under License Management in the left navigation panel
2
If your organization has more than one tenant, use the Select Tenants drop-down menu to select a specific tenant.
3
Click the CUSTOMIZE RATES tab.
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The Applied rate per user and Effective start date fields are editable. You can customize multiple licenses.
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Click Apply.

Adding custom attributes

You can use the Custom Attributes page to make specific Azure AD custom attributes available in filters and to add a column to the Users table for the attribute that you want. This allows you to group or filter users based on a custom attribute.

Custom attributes are limited to 128 characters in length. If you have custom attribute in Azure AD that is over 128 characters, it will be truncated to 128 characters in On Demand.

1
Click Configuration under License Management in the left navigation panel.
2
If your organization has more than one tenant, use the Select Tenants drop-down menu to select a specific tenant.
3
Click the CUSTOMIZE ATTRIBUTES tab.
For example, if you want to add Cost Center, enter Cost and click the SEARCH ATTRIBUTES button.
7
Click Apply.

Once your On Demand tenant has synchronized with Microsoft, the new attribute will be available in filters on the Users page.

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