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Delegating Office 365 License Management


Delegating License Management using CoreView License Pools

Congratulations on your decision to move your organization to Office 365. It provides end-users with an unparalleled level of collaboration, content management and access to cloud-based services, such as Exchange Online, SharePoint Online, Skype for Business and so on.

You see exciting times ahead… end-users singing your praises… leprechauns leave pots of gold under your desk…the CEO wants to adopt you. Life is good. You put your feet up and bask in glow of your awesomeness. Suddenly the phone rings.

You: Mr. Awesome here…was’sup?
CFO: Well Mr. Awesome, we’re out of licenses.
You: Oh, hello sir. What’ya mean “out of licenses?”
CFO: I just got a call from Jim who runs our overseas team and the ten new salespeople they hired can’t get email accounts because we don’t have enough licenses.
You: That can’t be. Hold on, let me look. [the sound of keyboard keys clicking in the background].
You: Ah…um…can I get back to you?
CFO: You better!

While tongue-in-cheek, this type of scenario happens to Office 365 administrators more often than you realize. While Office 365 can provide a huge productivity benefit to an organization, managing licenses in Office 365 can give administrators headaches.

Understanding License Management in Office 365

When an Office 365 license entitlement is added to an Office 365 tenant, it becomes part of a global pool of licenses that are available across the entire tenant, regardless of the actual ownership of the license. This means that anyone in an organization who has been granted Global Admin or User Management permissions in Office 365 has the ability to assign or remove licenses. This often can (and does) lead to the overutilization or even misutilization of licenses.

Beyond basic license management, Office 365 administrators can find themselves struggling to implement basic management controls for auditing, reporting, chargeback, license recovery for individual business units, let alone keep track of who purchased what license when.

License Management in CoreView

CoreView solves your organization’s license management headaches in Office 365. In fact, customers see license management in CoreView as one of our products key value propositions and often one of the reasons they decide to purchase CoreView.

CoreView is designed specifically to eliminate the challenges and headaches involved in administering Office 365, and specifically license management, by providing you with the ability to create individual License Pools based on whatever segmentation method works best for your organization. To create License Pools in CoreView, an Office 365 Administrator simply needs tell CoreView which account-level value will be used to drive the License Pool and that is it. CoreView will then use that value, known as a discriminator, to create the pools, as in the example below.

Office 365 license pool in CoreView

Below are some real-world examples of the types values our customers have used to structure their License Pools.

If needed, CoreView can allow you to add an additional level of segmentation by allowing you to choose a second-level discriminator. This additional discriminator is often helpful for large organizations that need to track licenses both by geography and business unit. Please take a few moments to review the short video overview of the power of CoreView License Pools

Delegating License Management in CoreView

One question we are often asked is: “Can I use CoreView to delegate accountability for license management to our individual business lines?” The short answer is “Yes!” CoreView offers you with the ability to develop and implement role-based access controls (RBAC), that can be as loosely or finely-grained as needed. It’s these RBAC controls that allow you to build a set of permissions that you can then delegate to a user who would be assigned to manage a given License Pool. These RBAC permissions also allow you to specify what reports or data the delegate can see, as well what administrative capabilities you would like to grant.

Once you have delegated access to manage a License Pool, the delegate can then assign or revoke licenses, produce various license reports as well as manage license and chargeback costs – but only for the licenses and quantities that are assigned to that delegate’s business unit. This prevents someone from unintentionally using licenses that belong to another business unit or consuming more licenses that they are allotted.

Please review the short video below on the power of RBAC in CoreView.

Some Final Thoughts

CoreView’s administrative sweet-spot is our ability to allow you to segment your organization into individual “virtual tenants’ that you then then manage individually and our ability to then allow you to delegate permissions out to those business units, allowing you time to focus on the enterprise management of Office 365.

Today, CoreView is the only unified management solution for Office 365 that can help organizations perform proactive license management. And a bonus for multi-national organizations, the CoreView interface is easily configurable in multiple languages to accommodate different admin teams from around the world.

If you are interested in finding out more about our CoreView solution and how you can leverage its powerful reporting and analytics features for your organization, please visit us at, or sign-up for a free demo at

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