There are two ways of how the number of required licenses is evaluated:
1. Security role based (default)
All users meeting the following criteria require a license:
- User is assigend 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 license count.
Please Note: In your Dynamics 365 you have the possibility to create teams, like 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
With AAD licensing enabled (How to enable AAD licensing?), licenses are read from your Azure Active directory as can be found here.
Where to find the information about counted licenses in my Dynamics 365?
To show how Dynamics 365 users are counted, here is a brief overview of the “User Count Info”.
Go to your Dynamics 365 > ❶ Advanced Settings > any of our ❷ “mscrm-addons”-products.
Figure 1: Dynamics 365 Overview
In this case, it is the DocumentsCorePack. Navigate to the “License Server”-tab.
❶ License Server tab
❷ Number of site licenses
❸ User count info-button
Figure 2: DCP License Server Overview
If you press the [User Count Info]–button, this overview is displayed, and 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 TeamMember is 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: If a user has assigned such a security role, he is counted for licensing.
❻ Licensing Unrelevant Roles: These are automatically assigned app access roles. If a user has these roles assigned only, he is not counted for licensing.
Figure 3: User Count Info Overview
As the table shows, there are 46 Full license required Users and with a click on it, a detailed overview is represented:
❶ Open the “Full license required Users” by hitting 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 user is a member of.
Figure 3: User count info
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.
Figure 5: Online Service Dynamics 365
Back to “How to reduce License count”
That’s it! We appreciate your feedback! Please share your thoughts by sending an email to support@mscrm-addons.com.