Extended User Dataset for Microsoft 365 License Downgrade Management

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Software Asset Managers have been asking Flexera for more user data in one location to help make confident decisions when deciding to downgrade Microsoft user licenses. In response, Flexera’s SaaS Management now offers an expanded user dataset in its Users tab table for its Microsoft 365  and Microsoft 365 Client Credentials integrations that are powered by additional HR Roster API. This expanded user dataset can be exported to share with stakeholders responsible for license downgrade management. Downgrading a more expensive Microsoft user license, such as an E3 license to a less expensive F3 license, provides more SaaS license cost optimization opportunities.

The enhanced Microsoft 365 Users tab table can be accessed from Flexera One’s SaaS menu. From the SaaS menu, click Managed SaaS Applications to open the Managed SaaS Applications screen. Then click the appropriate Microsoft 365 instance link, which opens the Microsoft 365 instance’s Overview tab by default. Click the Users tab to open the Users tab table. The extended user dataset columns are described below.

Table 1 • Microsoft 365 Users Tab Column Descriptions

Microsoft 365 Users Tab Column	Description
UPN	This User Principal Name (UPN) column is a user filtering option.
Licenses	This column filters discovered and assigned Microsoft licenses.
Activations	This column lists the names of the on-premises products the user has activated.
Mail Usage	This column displays the user’s mailbox storage consumption in MB.
OneDrive Usage	This column displays the user’s OneDrive for Business (OD4B) storage consumption in MB.
Windows	Is the user using a Windows desktop machine? (Yes or No is displayed.)
Mac	Is the user using a Mac device? (Yes or No is displayed.)
Mobile	Is the user using a mobile device? (Yes or No is displayed.)
Web	Has the user accessed Microsoft 365 applications via a browser? (Yes or No is displayed.)
onPremisesSync	The following deployment options are displayed: Yes if it is an on-premises sync No if it is a cloud sync
Days Since Last Activity	This is the number of days since the user last signed in to a Microsoft 365 application.
Guest	Is the user a Guest (that is, not a permanent employee such as a contractor)? (Yes or No is displayed.)
Title	The job title of the user is provided by Active Directory.
Country	This is the geographical location of the user.
Account Created Date	This is the date the user’s Microsoft 365 account was created within the Microsoft portal.

Note the following: 

• Application Roster data such as Mail Usage, OneDrive Usage, Activations, Windows, Mac, Mobile, and Web is available 3 days after the event(s) occurs. Therefore, the data in the Microsoft Portal may not match the data in SaaS Management for these Users tab columns, which are part of the Application Roster.
• Flexera captures only the last 30 days of data for the following Users tab columns: Activations, Mail Usage, OneDrive Usage, Windows, Mac, Mobile, and Web.
• Due to the current behavior of the Microsoft report API, if users have not activated any applications (MICROSOFT 365 APPS FOR ENTERPRISE, PROJECT ONLINE DESKTOP CLIENT, VISIO DESKTOP APP, and OFFICE MOBILE APPS FOR OFFICE 365) 30 days from the date of the integration setup:
  • The Activations column will be blank and display - .
  • The Windows, Mac, Mobile, and Web columns will display No.
  • For any new activations on day 31, the count will reflect on the Microsoft report API 3 days after the activation and will be retained in the report for the next 30 days.
• Flexera obtains Activations data only when we activate the following Office 365 subscriptions such as MICROSOFT 365 APPS FOR ENTERPRISE, PROJECT ONLINE DESKTOP CLIENT, VISIO DESKTOP APP, and OFFICE MOBILE APPS FOR OFFICE 365 across Windows and Mac machines (For details, refer to the Microsoft documentation section Microsoft 365 Reports in the admin center - Microsoft Office activations).
• Flexera obtains Yes values for the Windows, Mac, Mobile, and Web columns only when users perform activities in the following applications: Outlook, Word, Excel, PowerPoint, OneNote, and Teams (For details, refer to the Microsoft documentation section Microsoft 365 Reports in the admin center - Microsoft 365 Apps usage).

Additional Resources:

More information on new features and enhancements can be found in What's New in Flexera One.