---
title: "Analyze user role and license assignment"
slug: "analyze-user-role-and-license-assignment"
description: "Optimize D365 F&SCM user licenses with insights from the User license optimization workspace. Get tailored role and license recommendations."
tags: ["Task", "Security and Compliance Studio", "SCS"]
updated: 2026-08-18T08:53:51Z
published: 2026-08-18T08:53:51Z
canonical: "docs.staedean.com/analyze-user-role-and-license-assignment"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.staedean.com/llms.txt
> Use this file to discover all available pages before exploring further.

# 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](/data-management/docs/set-security-and-compliance-studio-parameters)
- [Monitor user accessed securable objects](/data-management/docs/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]
> 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](/data-management/docs/optimize-user-role-assignment) and [Optimize license assignment](/data-management/docs/optimize-license-assignment).

## Related

- [Set Security and compliance studio parameters](/set-security-and-compliance-studio-parameters.md)
- [Monitor user accessed securable objects](/monitor-user-accessed-securable-objects.md)
- [Optimize user role assignment](/optimize-user-role-assignment.md)
- [Optimize license assignment](/optimize-license-assignment.md)
- [Optimize roles and licenses](/optimize-roles-and-licenses.md)
- [Clean up user accessed entry points log](/clean-up-user-accessed-entry-points-log.md)