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, as it directly relates to how licenses are counted.
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 has a security role that provides write access to a table (Entity).
- User has access mode Read-Write in Dynamics 365. Please note: This does not include Users with “Administrative” or “Non-Interactive” access modes.
- User is active.
Learn more about how to reduce your license count here.
Please Note: In your Dynamics 365 you have the possibility to create teams, such as a “sales” team, to which you can assign user and security roles. Every user who is a member of this team has every role assigned to this team.
2. Azure Active Directory (AAD) / Entra ID based
With AAD (also known as Entra ID) licensing enabled, licenses are read from your Azure Active directory as can be found here. If you are unsure how to enable AAD licensing, please see this article.
How to find information about counted licenses in Dynamics 365
Below is a brief overview of the User Count Info to view your licensed users and other licensing info.
If using the classic Dynamics 365 view, navigate to the Advanced Settings of your Dynamics 365, and then to any of our mscrm-addons products.
If using the Dynamics 365 new experience, open the Power Platform Environment Settings app and then navigate to any of our mscrm-addons products on the left-hand tab.
In this example, we are looking at DocumentsCorePack. Next, navigate to the License Server tab and then select User count info.
❶ License Server tab
❷ User count info-button
When you press the User Count Info button, an overview is displayed, where you may see some of the following sections depending on your service:
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 a specific license group in Azure Active Directory.
❹ External users: For example, when there are users from other Azure Active Directories, 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 do not count for licensing.
As the table shows, there are 46 users who require full licenses, and with a click on the table, you can view a detailed overview:
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 Select Click to see the Roles on the right side to view 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.
How to find information about counted licenses in the Online Service Configuration
Navigate to the DocumentsCorePack Online Service and select a particular service. Navigate to License on the left-hand bar, and then select User Roles. Here you can view the same information as described in the previous section.
That’s it! We appreciate your feedback! Please share your thoughts by sending an email to support@mscrm-addons.com.
Back to “How to reduce License count“.