Navigate Azure License Manager

Owned by Phillip Hanegan
Last updated: Apr 08, 2021
17 min read

As an administrator of Azure License Manager (ALM), you use the application to connect to your organization’s Azure AD tenants, manage group memberships, manage subscriptions, and more. This article discusses the features and settings of ALM that are available to you and your users. Access to these features is secured by the Management Role that has been assigned to the currently logged in user. As an administrator, the Management Role you should have is the License Admin for All Pools and Bundles Management Role. This role provides full access to all features and settings and is designed for users whose job function requires them to set up Azure License Manager for their organization. As shown in the below image, there is a navbar on the left with links to five main pages. Each page provides access to different features of Azure License Manager.

The below image displays what Azure License Manager looks like for an admin user.

 

Manage Assignments Page

The page you see above is the Manage Assignments page. The page contains five tabs, each giving the user access to different features. Here are the features you’ll find on the tabs.

License Bundles

This tab is for viewing, creating and editing license bundles. When you first land on the Manage Assignments page, this tab is selected by default. Here are the features and settings you'll find on the tab.

Feature

What its for

Search

Allows you to search for a license bundle.

Advanced Search — This feature is available by clicking the drop-down arrow on the search field.

 

Allows you to search for a license bundle by parameters:

  • License Pool — Returns all license bundles belonging to the specified license pool.

  • License Bundle — Returns all license bundles meeting the specified string. For example, entering E5 returns all bundles containing E5 in their name.

  • Tenant — Returns all license bundles belonging to the specified tenant.

  • License Group — Returns all license bundles belonging to the specified license group.

You can use any combination of search parameters to further filter search results. For example, you could use License Pool and License Group to return all bundles belonging to a specific pool and license group.

Export Button

 

Allows you to download grid data as an Excel sheet.

Grid

 

The grid returns license bundle data and provides additional features, such as links to other pages in Azure License Manager.

  • Add New Button — Opens a License Bundle form that allows you to create a new bundle.

  • Status — Indicates whether the license bundle is active (checked).

  • License Bundle — Displays the name of the license bundle as a hyperlink. Clicking the hyperlink directs your browser to the View One page for the license bundle. View One pages allow you to view more details about the license bundle and provides additional functionality for managing the license bundle.

  • License Pool — Displays the name of the license pool as a hyperlink. Clicking the hyperlink directs your browser to the View One page for the license pool. View One pages allow you to view more details about the license pool, as well as provides additional functionality for managing the license pool.

  • Tenant Subscription — Displays the subscription in Azure to which the bundle corresponds.

  • Tenant — Displays the Azure tenant to which the bundle belongs.

  • License Group — Displays the Azure group to which the bundle is assigned.

  • Enabled — Indicates whether the bundle is enabled (checked).

  • Allocated Licenses — Displays the number of licenses allocated to the bundle.

  • # Assigned — Displays the number of assigned licenses in the bundle.

  • Monthly Cost — Displays the monthly cost per license.

  • Auto Approve Revokes — Indicated whether the system automatically revokes any license granted by the bundle up to auto revoke threshold set on the bundle and in accordance with policies that automate the revoking of licenses. Revocations beyond the auto revoke threshold are sent for approval regardless the setting.

  • Last Success — Displays the date and time the license bundle was compiled by the system.

  • Last Failed — Displays the date and time license bundle compilation failed, if any.

  • Last Error — Displays the date and time license bundle compilation encountered an error, if any.

License Pools

This tab is for viewing, creating and editing license pools. Here are the features and settings you'll find on the tab.

Feature

What its for

Search

Allows you to search for license pools.

Advanced Search — This feature is available by clicking the drop-down arrow on the search field.

 

Allows you to search for a license bundle by parameters:

  • License Pool — Returns a specified pool.

  • Responsible Party— Returns all license pools with the specified responsible party.

  • Description— Returns all license pools with the specified text in its description. Text entered does not need to be the full description given to a pool. For example, searching for mark returns a pool with marketing in its description.

  • Name — Returns all license pools with the specified text contained in its name. Text entered does not need to be the full name given to a pool. For example, searching for supp returns all pools with support in their names.

You can use any combination of search parameters to further filter search results. For example, you could enter doc as the Name parameter and jorge as the Responsible Party parameter to return all pools with a name that includes doc and a has a person named jorge as the responsible party.

Export Button

 

Allows you to download grid data as an Excel sheet.

 

Grid

 

The grid returns license bundle data and provides additional features, such as links to other pages in Azure License Manager.

  • Add New Button — Opens a License Pool form that allows you to create a new pool.

  • Enabled— Indicates whether a license pool is enabled (checked).

  • License Pool — Displays the name of a license pool as a hyperlink. Clicking the hyperlink directs your browser to the View One page for the pool. View One pages allow you to view more details about the license pool and provides additional functionality for managing the license pool.

  • Responsible Party — Displays the name of the person responsible for a license pool.

  • Description — Displays the description of a license pool.

  • Name — Displays the name of a license pool.

You can use any combination of search parameters to further filter search results.

Tenant Subscriptions

This tab is for viewing and editing tenant subscription. Here are the features and settings you'll find on the tab.

Feature

What its for

Search

Allows you to search for tenant subscriptions.

Advanced Search — This feature is available by clicking the drop-down arrow on the search field.

 

Allows you to search for a tenant subscription by parameters:

  • Tenant — Returns a specified tenant subscription.

  • Subscription Definition — Returns all tenant subscriptions with the specified text in the subscription definition. Text entered does not need to be the full definition. For example, searching for premium returns all definitions with premium in its definition, such as Azure Active Directory Premium P2.

  • String ID — Returns all tenant subscriptions with the specified text in the String ID.

You can use any combination of search parameters to further filter search results.

Export Button

 

Allows you to download grid data as an Excel sheet.

 

Grid

 

The grid returns tenant subscription data and provides additional features, such as links to other pages in Azure License Manager.

  • Edit Button — Opens an edit form for the selected tenant subscription.

  • Tenant — Displays the tenant to which the subscription belongs.

  • Subscription Definition — Displays the name of the license bundle as a hyperlink. Clicking the hyperlink directs your browser to the View One page for the license bundle. View One pages allow you to view more details about the license bundle, as well as provides additional functionality for managing the license bundle.

  • Total Licenses — Displays the total number of licenses available for a subscription.

  • Pool Allocated — Displays the number of licenses for a subscription allocated to license pools.

  • Pool Not Allocated — Displays the number of licenses for a subscription that have not been allocated to license pools.

  • Pool Assigned — Displays the number of licenses that have assigned by pool allocation.

  • # Activated — Displays the number of activated licenses for the subscription.

  • # Disabled — Displays the number of disabled licenses for the subscription.

  • # Assigned — Displays the number of assigned licenses for the subscription.

  • # In Use — Displays the number of licenses for the subscription that are currently in use.

  • # Available — Displays the number of licenses for the subscription that remain available.

  • # Expired — Displays the number of license for the subscription that are expired.

  • Monthly Cost — Displays the monthly cost per license.

  • String ID — Displays the string id of the subscription.

Fulfillment Queue

This tab is for viewing entries processed by the queue. The queue processes license bundles on a scheduled basis to determine which users should have a license that currently do not, as well as which users currently have a license that should be revoked. Each user processed by the queue is listed as an entry. Here are the features and settings you’ll find on the tab.

Feature

What its for

Search

Allows you to search entries processed by the queue.

Advanced Search — This feature is available by clicking the drop-down arrow on the search field.

 

Allows you to search for entries processed by the queue by parameters:

  • Person Recipient — Returns all entries in the queue for the specified person.

  • User Account — Returns all entries in the queue for the specified user account.

  • Group — Returns all entries in the queue for the specified group.

  • Tenant Subscription — Returns all entries in the queue for the specified tenant subscription.

  • String ID — Returns all entries in the queue with the specified string id.

  • Process Status — Returns all entries in the queue by the specified process status.

    • Ignored

    • Processed

    • Not Processed

    • Error

  • Change Type — Returns all entries in the queue by the specified change type;

    • License Granted

    • License Revoked

You can use any combination of search parameters to further filter search results.

Export Button

 

Allows you to download grid data as an Excel sheet.

 

Grid

 

The grid returns license bundle data and provides additional features, such as links to other pages in Azure License Manager.

  • Process Time — Displays the date and time the queue processed an entry.

  • Process Status — Displays the status of the process event for an entry.

  • Change Type — Displays whether the change type processed for an entry is license granted or license revoked.

  • Approved — Displays whether the license grant or revocation was auto-approved by the system, depending on the setting applied to the license bundle.

  • Reviewed Date — Displays the date the license grant or revocation was reviewed by a person with the access to do so. This only applies for grants and revocations not auto-approved by the system.

  • Allowed Until — Displays the date, if any, that a license that has been marked for revocation remains valid until the system revokes it.

  • Person Recipient — Displays the name of the person processed by the queue as a hyperlink. Clicking the hyperlink directs your browser to the View One page for the person, where you can view more information about that person.

  • Account Recipient — Displays the name of the user account processed by the queue as a hyperlink. Clicking the hyperlink directs your browser to the View One page for the account, where you can view more information about that account.

  • Group Assignee — Displays the Azure group for which the user is being added to or removed from as a hyperlink. Clicking the hyperlink directs your browser to the View One page for the group, where you can view more information about that group.

  • License Pool — Displays the license pool linked to the processed entry as a hyperlink. Clicking the hyperlink directs your browser to the View One page for the pool. View One pages allow you to view more details about the license pool and provides additional functionality for managing the license pool.

  • License Bundle — Displays the license bundle whose rules triggered the queue to process the entry as a hyperlink. Clicking the hyperlink directs your browser to the View One page for the license bundle. View One pages allow you to view more details about the license bundle and provides additional functionality for managing the license bundle.

  • Tenant Subscription — Displays the subscription in Azure to which the entry in the queue was added or removed.

  • String ID — Displays the string id of the subscription in Azure to which the entry in the queue was added or removed.

  • Locked By Server — Displays the server that claimed and processed the queue entry.

  • Next Attempt — Displays the date and the time the queue will attempt to process the entry. Valid only for processing failures.

  • Failed Count — Displays the number of times a queue entry failed processing, if any.

  • Last Failed — Displays the date and time a queue entry last failed to be processed, if any.

  • Last Error — Displays the date and time an error last occurred when processing a queue entry, if any.

  • Auto Process — Displays whether an entry was auto-processed by the queue (checked if true).

  • Approved — Displays whether an entry was approved by a human before it was processed by the queue (checked if true).

  • Reviewed Date — Displays the date an entry was reviewed by a human before it was processed by the queue. Valid only for queue entries not automatically processed by the system.

  • Allowed Until — Displays the date and time license grants by the queue remain valid when policy specifies the license be revoked after a specified period of time.

  • Allocated Licenses — Displays the number of licenses allocated to the bundle whose rules triggered the queue to process the entry.

  • # Assigned — Displays the number of assigned licenses in the bundle whose rules triggered the queue to process the entry.

  • # In Use — Displays the current number of licenses currently in use in the bundle whose rules triggered the queue to process the entry

Reclamation Inbox

This tab is for viewing entries processed by the Reclamation Inbox. The Reclamation Inbox reviews license status on a scheduled basis to determine which assigned licenses are currently not being used. Unused licenses are claimed by the inbox and removed from users based on an organization’s reclamation policies. Once removed, licenses can be reassigned as needed. Here are the features and settings you’ll find on the tab.

Feature

What its for

Search

Allows you to search entries processed by the Reclamation Inbox.

Advanced Search — This feature is available by clicking the drop-down arrow on the search field.

 

Allows you to search for entries processed by the Reclamation Inbox by parameters:

  • Person Recipient — Returns all entries in the inbox for the specified person.

  • User Account — Returns all entries in the inbox for the specified user account.

  • Group — Returns all entries in the inbox for the specified group.

  • Tenant Subscription — Returns all entries in the inbox for the specified tenant subscription.

  • String ID — Returns all entries in the inbox with the specified string id.

  • Process Status — Returns all entries in the inbox by the specified process status.

    • Ignored

    • Processed

    • Not Processed

    • Error

  • Reason — Returns all entries in the inbox by the specified reason type;

    • Disabled Account

    • License not used in the last 60 days or never used

    • Mapped Query Group

    • Never logged in

    • Not logged in within 90 days

    • Terminated Person

You can use any combination of search parameters to further filter search results.

Export Button

 

Allows you to download grid data as an Excel sheet.

 

Grid

 

The grid returns license bundle data and provides additional features, such as links to other pages in Azure License Manager.

  • Process Time — Displays the date and time the inbox processed an entry.

  • Process Status — Displays the status of the process event for an entry.

  • Reason — Displays the reason why the inbox claimed the license.

  • Allowed Until — Displays the time and date that the inbox will wait before reclaiming the license from the user.

  • Person Recipient — Displays the name of the person with the account that has the license as a hyperlink. Clicking the hyperlink directs your browser to the View One page for the person, where you can view more information about that person.

  • Account Recipient — Displays the name of the user account that has the license as a hyperlink. Clicking the hyperlink directs your browser to the View One page for the account, where you can view more information about that account.

  • Monthly Cost — Displays the monthly cost of the unused license, allowing you to see how much money will be saved by reclaiming the unused license.

  • Tenant Subscription — Displays the subscription in Azure with the license.

  • Group Assignee — Displays the name of the Azure group, if any, that has the license as a hyperlink. Clicking the hyperlink directs your browser to the View One page for the group, where you can view more information about that group.

  • Auto Process — Displays whether the entry will be automatically processed by the system.

Shop for Licenses

The Shop for Licenses navbar item directs you to the IT Shop. The IT Shop allows users to view their current subscriptions and shop for any that they may be eligible to receive. License requests are routed to license bundle owners for approval.

 

Reports

The Reports page contains clickable cards that direct you a page of report data corresponding to the clicked card. Data can be viewed, searched for and downloaded as Excel sheets.

 

Configuration

As an ALM administrator, the Configuration page is where you will do most of your work. This page contains four tabs, each giving access to different features. Here are the features you’ll find on the tabs.

Application Access

This tab is for viewing access to ALM granted to people within your organization. You can search for access by the Display Name of a person, by the Login of a person, or by Management Role.

Feature

What its for

Search

Allows you to search access to ALM granted to application users.

Advanced Search — This feature is available by clicking the drop-down arrow on the search field.

 

Allows you to search for access using parameters:

  • Person Display Name — Returns all access to ALM given to the person specified by the person’s display name.

  • Login — Returns all access to ALM given to the person specified by the person’s login.

  • Management Role Friendly Name — Returns all people who have the specified Management Role.

Export Button

 

Allows you to download grid data as an Excel sheet.

 

Grid

 

The grid returns application access data and provides additional features, such as links to other pages in Azure License Manager.

  • Add New Button — Opens an Application Access form that allows you to assign an Management Role to a person.

  • Delete Button — Removes the target person from the Management Role displayed in the grid.

  • Display Name — Displays the display name attribute of the person with access to ALM.

  • EmpowerID Login — Displays the EmpowerID login attribute of the person with access to ALM as a hyperlink. Clicking the hyperlink directs your browser to the View One page for the person, where you can view more information about that person.

  • Company — Displays the company attribute of the person, if any.

  • Management Role — Displays the name of the Management Role assigned to the person as a hyperlink. Clicking the hyperlink directs your browser to the View One page for the Management Role, where you can view more information about that Management Role.

  • Time Constraint Button — Opens a modal that allows you to make the access to ALM given to the user temporary by setting Access Starts and Access Ends dates and times.

Tenants

This tab is where you can connect Azure License Manager to Azure AD, publish the Azure App Service to Azure, and view information about connected tenants.

Feature

What its for

Search

Allows you to search connected tenants.

Advanced Search — This feature is available by clicking the drop-down arrow on the search field.

 

Allows you to search connected tenants using parameters:

  • Display Name — Returns tenants by display name.

  • Domain or Directory — Returns tenants by domain or directory.

  • System Type — Returns tenants by system type.

Export Button

 

Allows you to download grid data as an Excel sheet.

 

Grid

 

The grid returns existing tenant data and provides additional features, such as the ability to create new tenants and links to other pages in Azure License Manager.

  • Add New Button — Opens an Tenant form that allows you to create a new Azure AD tenant. For the details on creating a new tenant, see Connect EmpowerID to Azure AD.

  • Edit Button — Opens the edit form for the tenant. This form is where you specify configuration settings for a tenant. For details, see Connect EmpowerID to Azure AD.

  • Tenant — Displays the name of the tenant as a hyperlink. Clicking the hyperlink directs your browser to the View One page for the tenant, where you can view more information about that tenant.

  • URL — Displays the URL for the Azure App Service for the tenant.

  • Actions — Displays hyperlinks for actions that can be performed for tenants.


Settings

This tab is for setting the URL for the Azure License Analytics and IT Shop microservices.

 

Reclamation Policies

This tab is for viewing information about the Reclamation policies currently used within your organization and for creating new policies as needed.

Feature

What its for

Search

Allows you to search for a specific policy.

Advanced Search — This feature is available by clicking the drop-down arrow on the search field.

 

Allows you to search Reclamation policies using parameters:

  • Display Name — Returns policies by display name.

  • Description — Returns policies by their description.

Export Button

 

Allows you to download grid data as an Excel sheet.

 

Grid

 

The grid returns existing Reclamation policy data and provides access for creating new Reclamation policies.

  • Add New Button — Opens a blank Reclamation Policy form for creating a new Reclamation policy.

  • Edit Button — Opens the edit form for the selected Reclamation policy.

  • Delete Button— Deletes the selected Reclamation policy.

  • Name — Displays the name of the Reclamation policy.

  • Display Name — Displays the Display Name of the Reclamation policy.

  • Pending Savings/Mo — Displays the monthly savings that will be achieved when the policy runs.

  • Saved/Mo — Display current monthly savings achieved by the policy, if any,

  • Is Enabled — Displays whether the policy is enabled (checked).

  • Report Mode Only — Displays whether the policy is configured to run a report of what would occur if enabled.

  • Reclaim for Disabled Accounts — Displays whether the policy is configured to reclaim licenses used by disabled accounts.

  • Reclaim for Never Logged In — Displays whether the policy is configured to reclaim licenses used by accounts where the user has never logged in.

  • Reclaim for 90 Days No Login — Displays whether the policy is configured to reclaim licenses used by accounts where the user has not logged in during the past 90 days.

  • Reclaim for Person Terminated — Displays whether the policy is configured to reclaim licenses used by people who have been terminated in EmpowerID with user accounts owning a license in Azure.

  • Reclaim for Unused License — Displays whether the policy is configured to reclaim licenses from accounts not using them.

  • Custom Query Group Reclaim — Displays whether the policy is configured with a custom query group to reclaim licenses.

  • Auto Approve Unused — Displays whether the policy is configured to allow the system to automatically reclaim licenses from users not using those products. If the policy is not configured for auto approval, then a human must approve or reject the license