December 21, 2021
4
min read

How to Automate Removing Microsoft Office 365 Licenses Effectively

Businesses today have to deliver a great deal of support for their employees. They provide them with workplaces, which increasingly are in multiple locations, as well as tools, like Microsoft 365, to do their jobs. On the first day, corporations usually have those items ready, but when employees leave, they often do not reclaim them, resulting in inefficiencies. Intelligent automated solutions enable organizations to track digital corporate paperwork more cogently.

How Can I Automate Removing Users from Microsoft Office 365?

A Priority Problem

Organizations marshal their resources and focus on developing new products or services or improving customer service. Yet, they often find themselves spending a lot of time managing internal business processes. Onboarding is typically a high-priority item because they want to be sure that new employees have the resources necessary to get to work. Few organizations spend as much time with offboarding. As a result, sometimes, no one is assigned to ensure that the software licenses for severed employees are returned – in which case they can be reused.  

Why? Many reasons. The first challenge is licensing information is often stored in a hodgepodge of systems that each has a piece of the puzzle. Some IT organizations use spreadsheets to track their software licenses, but as organizations grow in size so does the manual labor and data entry associated with such processes. Therefore, companies lack a simple way to collect common usage data and make it available to those who require it.

In addition, in most cases, the technology department has a limited understanding of who works in each department and what their roles are. Consequently, they usually do not know when staff leaves the company. As a result, businesses have more software licenses than they need, resulting in higher costs and limited visibility into their true software requirements.

Improving that outlook seems easy but can be challenging. Change is a constant in large organizations. New employees walk in the door as others are walking out.  As noted, the central technical support group does not have a good finger on the pulse of who is coming or going, so, the current business processes often do not support tighter management.

Businesses Need Better License Management Tools

In essence, many businesses would like to decentralize IT administration to business unit individuals. However, these coworkers are not tech-savvy, may make ill-conceived changes, and inadvertently open up new security holes. What a business needs are ways to delegate administration but still maintain security.

CoreView addresses these problems. The solution establishes a single source of truth. CoreView's User Card brings together information from all applications, so admins see everything they need to know about a user, including usage across services, user details, and licenses.

The system is well designed. Employees perform common tasks, like password management or adding members to groups, directly from the User Card. The administrator accesses all M365 applications in a single portal and with one unified dashboard. They make changes with a single click. They seamlessly shift between tasks like calculating chargebacks and preempting data breaches, to onboarding new employees and tracking long-term product adoption.

The solution is secure. CoreView’s Virtual Tenants supports Role-Based Access Control (RBAC) and builds individual or group permissions via an intuitive simple check-mark user interface. In this case, IT employees create dynamic segments and assign very specific capabilities to each administrator. With it, companies delegate administration and decentralize administration of their Microsoft 365 tenant but ensure that business administrators behave appropriately. The proactive posture helps to ensure software compliance.

Automation’s Growing Value

Automation is a key element in modern software. With it, companies offload tedious manual interactions, speed up deployments, boost productivity, and reduce costs.  With CoreView’s Virtual Tenants, corporations streamline many of the day-to-day tasks that take up so much time, such as software discovery, automated monitoring and reports, and software usage analysis.

Another plus is it can proactively manage offboarding activities. A business links CoreView to human resource and change management solutions, like ServiceNow, so the day after an employee leaves the company, the system reclaims their software license. The business can then reuse that license for someone else joining the company and ensure that it maximizes its licensing spend. This approach not only reduces costs but also empowers staff to focus on strategic initiatives, such as evaluating license usage and perhaps changing an employee’s license from an expensive one to one that supports their needs but costs less.

License management has been a tedious, inefficient process in many organizations because of limitations with legacy monitoring solutions. CoreView's Virtual Tenants empowers administrators, so they create dynamic segments and assign appropriate administration capabilities to business unit coworkers. They offload work, such as reclaiming unused licenses, quickly, easily, and most importantly do so without compromising security or losing control.

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