1. Data Management
  2. Security and Compliance Studio
  3. Optimize licenses

Monitor license usage

You can calculate and analyze the number of actual and remaining users for each license type. You can also review, for each license type, the related users.

Monitoring the license usage prevents you from over-usage or under-usage of licenses. Knowing the actual license usage compared to the purchased number of licenses, you can avoid or reduce license costs.
You can also monitor the latest login of users. You can use this information to reduce license costs. For example, you can remove users who have never logged in or who's latest login is more than three months back.


Security administrator Security administrator The security administrator (SysSecSecurityAdministrator) maintains user and security setup in D365 F&SCM, grants the ability to create and maintain security roles, duties, and privileges and the ability to assign users to roles, define role assignment rules, and maintain data security policies. Start Start What to  monitor? What to  monitor? Monitor license usage per license type Monitor license usage per license type For each license type, you can monitor the related number of users. You can also, for each user, monitor the related license type. Note that the licensing model of D365 FO has changed. Previously, for D365 FO, these license types were available: Operations Activity user Team member Currently, the previous Operations license type is split into these base license types: Commerce Finance Human resources Project operations SCM Each full user must have a base license. And if required, for each user, you can add these attach licenses: Commerce Finance Human resources Project operations SCM To show the latest license usage data, first, refresh the licenses on the Security explorer. The license usage data is refreshed based on the latest snapshot of the security configuration. On the All users tab and Full users tab, the New license type field is shown next to the User license field. The new license types can be shown in these formats: One license type: Only the shown base license is required. Several license types with plusses: All shown licenses are required. Use one of the shown licenses as base license and the other shown licenses as attached license. Example: Finance+SCM. Several license types with forward slashes: One of the shown base licenses is required. No attached licenses are required. Example: Finance/SCM/Retail. Any base license: Any of the base licenses is required. It doesn't matter which one.   Procedure 1. Click License optimization. 2. On the Usage tab, monitor the actual license usage compared to the number of purchased licenses per license type. Note: In the Security and compliance studio parameters, you define the number of purchased licenses per license type. On the Usage tab, the purchased number of licenses is shown in the Base license users count field and the Attach license users count field. The Remaining users count is calculated in this way: Base license users count + Attach license users count - Actual users count. The cloud licenses and on premise licenses are shown in separate views. To change the view, click 'View on premise licenses' or click 'View cloud licenses'. 3. Click the All users tab. 4. Click the Full users tab. 5. Click the Activity users tab. 6. Click the Team members tab. Monitor latest login of users Monitor latest login of users You can monitor the latest login of users. You can use this information to reduce license costs. For example, you can remove users who have never logged in or who's latest login is more than three months back. Procedure 1. Click License optimization. 2. In the Charts section, view the Users latest login chart. This chart shows the number of users whose latest login was: - During the last month. - Between one and three months back. - Longer than three months back. - Never. Click a bar to view the related users. 3. On the Users page, in the list, find and select the desired user. 4. On the Login date and time tab, view the login details of the selected user. 5. Close the page. Notes You can also monitor the login details for each user. Click Security management > Click the Users tab > Select a user > Click the Login data and time tab. End End Users  latest login License  usage

Activities

Name Responsible Description

Monitor license usage per license type

Security administrator

For each license type, you can monitor the related number of users. You can also, for each user, monitor the related license type.

Note that the licensing model of D365 FO has changed. Previously, for D365 FO, these license types were available:
  • Operations
  • Activity user
  • Team member
Currently, the previous Operations license type is split into these base license types:
  • Commerce
  • Finance
  • Human resources
  • Project operations
  • SCM
Each full user must have a base license. And if required, for each user, you can add these attach licenses:
  • Commerce
  • Finance
  • Human resources
  • Project operations
  • SCM
To show the latest license usage data, first, refresh the licenses on the Security explorer. The license usage data is refreshed based on the latest snapshot of the security configuration.
On the All users tab and Full users tab, the New license type field is shown next to the User license field. The new license types can be shown in these formats:
  • One license type: Only the shown base license is required.
  • Several license types with plusses: All shown licenses are required. Use one of the shown licenses as base license and the other shown licenses as attached license. Example: Finance+SCM.
  • Several license types with forward slashes: One of the shown base licenses is required. No attached licenses are required. Example: Finance/SCM/Retail.
  • Any base license: Any of the base licenses is required. It doesn't matter which one.
 

Monitor latest login of users

Security administrator
You can monitor the latest login of users. You can use this information to reduce license costs. For example, you can remove users who have never logged in or who's latest login is more than three months back.

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