Manage License Pools

Modified on Tue, 21 Jun 2022 at 11:35 PM

CoreView enables organizations to partition their Office 365 tenant into smaller, more manageable, sub-tenants, segmented by a specific parameter(s) using the ‘Manage License Pool function’.

This function enables you to add new license pools, delete existing ones, or configure your license pools based on a principal attribute (pre-defined) and secondary attribute (any parameter) filters or by. Together, these double attributes create more specific sub-tenants to help customers segment their Office 365 environment, control their license distribution, and assign administrators securely to just that group of users.

This is very helpful as it enables simplified license management and the ability to perform more accurate license and usage chargeback accounting by business unit, PLUS, geographic location; or whatever combination of attributes you choose.


1. Configure License Pools

To configure your license pools, choose ‘Manage License pool’ among the administrative functions after you click ‘Manage’ – ‘Configure’:

There are two possible modes for license pools configuration:


A. Enforce Mode allows to configure license pools automatically based on certain Filter Criteria. 

  • Filter Criteria: you can choose the first (and the second if necessary) Filter Criteria attributes based on which you would like to configure the license pool. The system will check all the users present in the tenant and split them in the different license pools based on the Filter Criteria chosen. 
  • SKUs: Moreover, you can add the SKUs that will be included in each license pool. When a new SKU is added to a License Pool, CoreView will set the Assigned license count to be equal the count of what's Consumed at the point in time that the new SKU was added. This initial Assigned value can subsequently be adjusted by a CoreView administrator as appropriate.

Note: The remaining Skus in the "Select Skus" list will be visible for all the operators and all of them can be used.If you would like to limit the access to these Skus as well, you need to add them to the "Selected SKUs" and set the limit by modifying each specific license pool.

The same process is used in the event that that a new license has been recently added in your tenant to be visible and manageable in the license pool.  


  • Costs: When you configure License Pools you have the ability of adding additional costs on top of license cost for charge back reasons:
  • Cost for User (Fixed costs for each user in the pool)
  • Cost for Active User (Fixed costs for each Active user "using at least one service assigned" in the pool)
  • Cost for License Pool (Fixed Costs to recharge per Pool - Department, Company, Country, etc.)


B. Assign mode introduces a new way to work with License Pools where the portal does not enforce them but enables the operator to assign a user in a specific subset. In this way, customers can have the flexibility to define any kind of License Pools and assign end-users for more granular reporting and license cost tracking. So, you can define which Portal Attribute should be used and add allowed values for this attribute. 

Then, you can assign the user to a specific license pool by using management actions “Assign To License Pool” or “Change User Properties” by modifying Portal Attribute used during License Pools configuration under CoreView Properties. 


Note: The system takes some time to configure or update the license pools. So please wait some minutes based on your tenant dimensions before checking the results for each license pool and the associated license reports.

 

2. Add new, edit, delete license pool


  • To add a new license pool or delete existing one select the relative action under available Actions. 

Note: ‘Add new’ action is available only in case you have available filter to be used for creating a new license pool that is a license pool Filter Criteria used during the initial configuration of your organization license pools.


  • To edit the license pool, click the license pool name in the ‘Manage License Pools’ table or open the License Pool report to update the number of assigned licenses. 

You can change the name and description, assign different members from the defined CoreView operators and the number of SKUs to be managed within.  You can also delete the license pool filter. 

Note: The new operator role called ‘GlobalLicenses’ allows you to overcome this limit and to assign the management of all license pools by an operator who is not a tenant admin. Still only operators with the management role can manage licenses within the assigned license pools.


  • By deleting the entire license pool, you could free this license pool filter and join it with another one since it will appear as ‘available’. For example, after a License Pool configuration we have these 2 license pools that we’d like to join:

 

If we delete one of the license pools, we can add this free license pool filter to another license pool we would like to keep.

Firstly, delete the license pool to be joined. Then, edit the license pool you’d like to keep by adding the available filter. You can find more details about how to merge two license pools here.

To analyze the license data, check the License Pool report. You can find more information about how to read and modify license pools report here.


3. Create V-Tenant from LP


The option will allow you to create a virtual tenant for each license pool available. The filters previously defined for the license pools and the operators assigned to them will be also copied to the relative virtual tenants.
 







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