On Demand License Management Current - User Guide

About the Job Status page

The Job Status page allows you to see whether a license assignment job or remove job has failed and any error information. By default, the Job Status page shows the jobs for the past seven days but you can also view jobs for the past 30 days, 60 days, 90 days, or anytime. To sort the jobs, you can click the Job Start Time column heading.

You can modify or add filters to see different results. For example, Job Creator does not appear on the page by default. You can insert Job Creator as a column and filter to see only the jobs created by one user.

If you select EXPORT AS CSV, the content of the Job Status page (including hidden and insertable fields) is exported to a .csv file named GroupJobStatus.csv.

Viewing users, assigning and reclaiming licenses

When you click Licenses | Users in the left navigation panel, the All Users page is displayed by default and shows information about your users and their associated licenses. You can see which licenses the users have and the estimated cost per user. You can also filter to see which users are not currently licensed.

You can select the Assign Licenses tab to assign licenses to users or select the Reclaim Licenses tab to remove licenses from users.

Viewing user information

By default, the All Users table is populated with columns that show information such as user display name, tenant name, AD account status, department, license cost, license status, etc. Using the EDIT COLUMNS option, you can insert additional column fields such as job title, account age (days), and last used. You can also remove fields from the table by clearing the check box beside the field name.

NOTE: The Last used field shows the most recent date of the Microsoft 365 license activity across all services. Initially, usage data is available within three days. Ongoing, the data from Microsoft will be, at most, three days old. The field is blank if the AD account is disabled, the license was never used, or the license does not contain any monitored services.

Using the filters allows you to refine the displayed user information. For example, 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.

In addition to the basic filters of country, department, and license, you can also filter by both displayed and hidden fields. You can filter by user name, AD account status, license status, license activity, user license state, product, job title, service, single product license, last used, account age, service status, and any custom attributes you have added. In filters, custom attributes are displayed in italics. For more information, see Adding custom attributes .

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 | Users 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. In filters, custom attributes are displayed in italics for easy identification.

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.

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

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.

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

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

About assigning and reclaiming licenses

The Assign Licenses page lets you assign an available license to a user, either directly or through a group (assignment type). You can select several users at a time to assign available licenses.

The Reclaim Licenses page lets you reclaim (remove) a license from a user, whether the license is assigned directly or assigned through a group.

If the license has been assigned through a group and you reclaim the license, the user is removed from the group. If the group has multiple licenses, the user loses access to all licenses provided by the group.

This version of the feature has the following limitations:

For hybrid environments, both cloud groups and on-premises groups are supported. To include on-premises groups when assigning and reclaiming licenses, you must install and configure an agent and add the domains that contain the groups you want to include.

You start the process by selecting Tenants in the left navigation bar:

For detailed steps about adding and configuring agents and domains, see the section titled “Managing your on-premises domains” in the On Demand Global Settings User Guide.

On Demand Licenses requires that the on-premises group to which the user is being added is in the same domain as the user.

The Microsoft Entra ID User object contains a property called onPremisesDomainName that contains the on-premises domain FQDN that was synchronized from the on-premises directory. Licenses looks for an agent that is configured for a domain that is an exact match. For this reason, when you configure your agents, you must add and connect a domain for each child domain.

On Demand Licenses assumes that the group to which the user is being added is in the same domain. If the group belongs to a different domain, the agent cannot find it since the group does not have the onPremisesDomainName property. Agent selection is therefore based on the user that is being added, not on the group that is being modified.

To be able to assign licenses or reclaim licenses, 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.