How To: Report on "Consumed Portal Licenses" (New UX)

Modified on Wed, 06 Jul 2022 at 02:40 AM

This article covers how to gather data on the accounts and number of consumed portal licenses within your tenant.  

 

Overview 

From time to time, customers ask how they can review the accounts associated with the number of Consumed Portal Licenses reported in the ‘Portal information’ tab in the ‘My organization’ settings. This article shows you how to verify that number, in various ways using CoreView. 

 

Definition of ‘Consumed portal licenses’ 

Note: The count of "Consumed" portal licenses represents the set of all distinct user or mailbox accounts to which there is at least one Office 365 license assigned to any account.   

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Please note the following conditions for Consumed portal licenses:  

  • Count Update:  The official Consumed Portal License count is updated at the conclusion of a Full Import, so roughly every twenty-four (24) hours. 
  • Microsoft Applied Licenses: These are licenses that Microsoft may have added to your tenant that you have not purchased.  Some may be trial versions and other new capabilities. 
  • Free Licenses: CoreView will count the assignment of free licenses, such as ToDo, or Flow, as a valid license. 
  • Expired Subscriptions: Administrators should be timely in removing from users any license associated with an expired Microsoft subscription to avoid an expired license from being included in the Consumed Portal License count.  CoreView does not remove licenses from users when a subscription expires if they remain in the Office 365 tenant. 

 

 

 

How to check your ‘Consumed portal licenses’ using CoreView 

 

To produce a report of accounts associated with the Consumed Portal Licenses count you can leverage the ‘Active users’ report.  

Before proceeding, make sure that you do not have any filter(s) in place (Virtual-tenants, advanced filters, …) that may otherwise limit your ability to report on the entire population of your Office 365 tenant.  

Follow these steps to generate the report: 

  • Navigate to ‘Reports’ > ‘Users’ > ‘Active users’. 
  • Proceed by editing the columns shown in the report with the properties: 
  • Login name (UPN) 
  • Licenses 
  • Enabled friendly service plans 

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  • To show only the users counted as ‘Consumed portal licenses’, you’ll need to apply a filter. 
  • In the ‘Enabled friendly service plans’ column click on the filter icon, and select ‘IsNotEmpty’ from the dropdown that appears. This will then filter out any account with no Office 365 licenses assigned. 


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  • The accounts displayed are all the accounts that are counted as ‘Consumed portal licenses’. You can quickly validate this by scrolling down to the bottom of the display and look for the the value of ‘Items’.  This number should match the number found on ‘Portal information’, illustrated above. 

 

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If you find that the number does not match what is listed on the ‘Portal information’, then please double check and make sure that there is no other filtering in place that might be constraining your results.  If you still find a discrepancy, then please open a Support Case at http://support.coreview.com 

 
 

Depending on your reporting needs, you can add any additional attributes that will help you with your analysis.  You can also export this data for analysis using Excel. 

 

 

Tip: Analyze exported data in Excel 

If you want to drill into this data a bit deeper, export the ‘Login name’ list to Excel and then run the ‘Text to Columns’ feature on the Services column to place each service into its own column.   

Once you do that, you can then run create a Pivot against this data.  

If you add the Services as Rows and the UPN as a value, you'll get a count of who has what.   

 
 

 


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