Analyze user role and license assignment

The User license optimization workspace shows how users actually use D365 F&SCM, and recommends the security roles and licenses that match this use.

The data shown on this workspace is based on the User continuous log. Before you use the User license optimization workspace, enable this log. For accurate role and license suggestions, keep the User continuous log data for at least 3 to 6 months.

See also:

• Set Security and compliance studio parameters

• Monitor user accessed securable objects

Steps

1. Click User license optimization.

2. Sub-task: Run the User license optimization batch job.

   1. The data on this workspace is not calculated in real time. To recalculate the recommended roles and license changes with the latest user activity data, run the User license optimization batch job.

      In the Links section, click User license optimization.

   2. Expand the Run in the background section.

   3. You can run the batch job once, or let it run automatically.

      Select Yes in the Batch processing field, and fill in the other batch fields as required.

   4. Because the analysis does not run in real time, schedule the batch job at a frequency that suits your organization, for example weekly or monthly. You can also run the batch job ad hoc, whenever you need an immediate analysis.

      Click Recurrence, and define the recurrence settings.

   5. Click OK.

3. Sub-task: Review the Summary section.

   1. Review the tiles in the Summary section. Each tile shows the number of users in a specific category, based on the last User license optimization batch run.
      Tiles in the Summary section:

      Tile	Description
      Total users	The total number of active users included in the analysis.
      License downgrade	The number of users who can move to a lower license, based on their actual use.
      License upgrade	The number of users who need a higher license than their current license, based on their actual use.
      Role downgrade	The number of users whose assigned roles can be reduced.
      Right sized	The number of users whose current roles and license already match their actual use.

      Note

      The tiles are for informational purposes only.

4. Sub-task: Review the User license section.

   1. In the User license section, review the list of active users.

      You can filter this list.

      In the filter field, select an option:

      Option	Description
      All users	Shows all active users.
      License downgrade	Shows only users who can move to a lower license.
      License upgrade	Shows only users who need a higher license.
      Role downgrade	Shows only users whose assigned roles can be reduced.
      Right sized	Shows only users whose roles and license already match their actual use.

   2. Select a user in the list.

      The User access logs grid shows the menu items that the selected user accessed. For each accessed menu item, it shows the menu item name and label, the menu item type, the access level, and when the user last accessed it.

      Selecting a user also shows the suggested roles and the license changes shown for that user. For more information, see Optimize user role assignment and Optimize license assignment.