With adopting Office 365, multi-department organizations quickly find themselves in a situation when departments start to over-use licenses that were allocated to them as part of the company license pool. Unfortunately, Microsoft's license management is done at the tenant level meaning that any license can be assigned or revoked by an administrator. Because there is no way to divide up licenses between groups of administrators it is easy for one group to consume more licenses than to which they are entitled. With no way of dividing up licenses along lines of business, native tools also provide virtually no way to perform general license reporting or chargeback billing.
License Quota is the primary instrument to put license assignments under control on a department level. Cayosoft Administrator allows allocating Office 365 licenses and assigning quota limits by Administrative Units. Having configured an Administrative Unit per department and then configuring License Quotas on these Administrative Units, you will prevent local department IT to over-use the Office 365 licenses, and will get an overview of over- and under-use across departments.
Office 365 License Quotas Configuration
You can enable license quotas on each Administrative Unit that has AD Users or Microsoft Office 365 Active Users web query. Here is the step-by-step instruction on how to configure Office 365 license quotas for AD Users web query:
In Cayosoft Administrator console navigate to AD Users web query
Expand Office 365 License Quota section
- Select checkbox Enable quota management
For each license in the list that you want to enable quota set the license Price and select Behavior:
Report assigned license only - selecting this option, you will get the information in the Assigned column on how many licenses assigned on the users in this Administrative Unit. Cayosoft Web Portal won't enforce any restrictions on assigning new licenses to users in this Administrative Unit.
Report overuse quota - if you select this option, you also need to set Quota Limit values in the corresponding column. The Office 365 License Quota Report will count how many licenses are assigned within the AD Users web query and if there is any overuse. Cayosoft Web Portal won't enforce any restrictions on assigning new licenses to users in this Administrative Unit.
Report and enforce quota - this option also requires to set quota limit. In this case, Cayosoft Web Portal would prevent assigning new licenses to users if the number of assigned licenses reached the quota limit. Also, you will see the number of assigned/overused licenses in the Office 365 License Quota Report. You can also specify the custom message in Enforcement message column. The message will appear on New User > Assign License form in Web Portal when trying to assign a new license above the quota limit number.
Licensing quota notification contacts - that is the list of contacts that will receive Office 365 License Quota Report. If you want to specify several emails, you can separate them by ";".
After you configure Office 365 License Quota section for all required web queries in all Administrative Units, you need to run the rule Analytics collection | Quota Information. This rule counts the number of assigned licenses per web query in all Administrative Units, where the Office 365 License Quota section is configured. You can see the summary information across all Administrative Units in Administrator Console, Office 365 License Quotas.
To determine which Administrative Units are over quota, licensing costs per Administrative Units and other quota consumption details, you can create and schedule the reporting rule Office 365 License Quota Report. For more information, please read Office 365 License Quota Report rule article.
To send the alert when the number of available licenses drops below the specified Alert Threshold in comparison to the quota limit, you need to create and schedule the alerting rule Office 365 License Usage Approaching Quota Limit. For more information, please read Office 365 License Usage Approaching Quota Limit rule article.
Office 365 License Quotas Usage
- When Office 365 License Quotas are configured, in Administrator Console run Analytics collection | Quota Information rule. For details see Configuration section above.
- Connect to Cayosoft Web Portal
- Click AD Users web query in the Admin Unit were Office 365 quotas are configured
- Find a user that is in the scope of this Web Query and select it
- Click Office 365 License web action for this user
- On the Assign License form you can see that the number of Microsoft Stream and Office 365 E3 Developer licenses are limited to 6:
When all licenses that are defined in the quota limit are assigned, the information about it will be displayed in red color on the form and the license can't be selected: