For the majority of our customers, the number of users that have to be licensed is the most important measure when it comes to determining your required license count & cost.
There are two ways to evaluate the number of required licenses:
1. Security role based (default)
All users that meet the following criteria require a license:
- User is assigned a “security role” that provides “write access” to a table (Entity).
- User has access mode “Read-Write” in Dynamics 365.
Please note: Users with “Administrative” or “Non-Interactive” as access mode are not counted.
- User is active.
Learn more about how to reduce your license count.
Please Note: In your Dynamics 365 you have the possibility to create teams, such as a “sales” team for example, to which you can assign user and security roles. Every user who is assigned to this team is assigned to every role of this team.
2. Azure Active Directory (AAD) based
Where to find the information about counted licenses in my Dynamics 365?
Here is a brief overview of the “User Count Info” to view your licensed users and other licensing info.
Go to your Dynamics 365 > ❶ Advanced Settings > any of our ❷ “mscrm-addons” products.
In this example, it is the DocumentsCorePack. Navigate to the “License Server” tab.
❶ License Server tab
❷ Number of site licenses
❸ User count info-button
If you press the [User Count Info] button, an overview is displayed, where you can see five sections:
❶ Summary: Displays basic information.
❷ Full license required users: Provides you with a list of all users which require a full license.
❸ Team Member users: A Team Member is a user assigned to specific license groups in Azure Active Directory.
❹ External users: When there are users from other Azure Active Directories for example, they are listed here too.
❺ Licensing Relevant roles: Users assigned such a security role are counted for licensing.
❻ Licensing Unrelevant roles: These are automatically assigned app access roles. Users that only have these roles assigned are not counted for licensing.
As the table shows, there are 46 full license required users, and with a click on the table, a detailed overview is represented:
❶ Open the “Full license required users” by selecting the plus symbol on the left side.
❷ Here you can use the search box to look for specific users by their “User Name”.
❸ Hit on “Click to see the Roles” on the right side to see the relevant roles assigned to that user.
Please note: “(User)” means the role is directly assigned, “(Team)” means the role is assigned to a team that a user is a member of.
Where to find the information about counted licenses in the Dynamics 365 Online Service?
Navigate to the Dynamics 365 Online Service. Click on the key symbol in the bottom line.
Back to “How to reduce License count“.
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