Licenses Tab

IT Asset Management (Cloud)

The Licenses tab on the User properties page displays the User licenses that are associated with this user.

Available actions

You can perform the following license-related actions on this user:

• View associated licenses
• Allocate licenses (see Add Licenses to a User)
• Deallocate associated licenses (see Deallocate Licenses from a User)
• Investigate the results of the latest license reconciliation to see what alternative licenses may have been considered for authorizing applications installed for, or used by, this user. To do so, Ctrl+Shift+click Show licenses assessed to open the Application Licenses Assessed for User userName page in a new browser tab; and see Understanding Reconciliation Results.

For more information about using lists, filters, and other UI options, see the topics under Using Lists in IT Asset Management.

This page displays the following columns (listed alphabetically). Some columns are displayed by default and others can be displayed through the column chooser. To manage columns and other UI options, see the topics under Managing Columns in a Table.

Access mode

A comma-separated list of the ways that this user has accessed the application. Possible values are:

• Blank when the application was allocated to the user, but there is no usage record available through inventory
• App-V for a virtualized application delivered through Microsoft App-V
• Local when the software was directly installed on the user's computer
• XenApp (now known as Citrix Virtual Apps) when the user accessed the application remotely through a XenApp server
• XenDesktop (now known as Virtual Desktops) when the user has access to a virtual desktop in a VDI environment that has the application included in its template.

The Access mode value is not editable, and is derived from inventory.

Allocation type

Indicates whether the license has been allocated to this end-user (for user-based licenses).

You may use the drop-down list in this column to modify the behavior of an allocation, or make a new allocation, for this user. Click the down arrow in the appropriate cell, and choose one of the following values. To deallocate a license from a user, use the Deallocate button. See Deallocate Licenses from a User.

• Allocated — The standard type of allocation, indicating that this installation is given top priority in consuming entitlements from the linked license, and cannot consume from other licenses. However, consumption (from the linked license) still depends on the existence of an inventory record for the relevant application. For example, if you allocate a license to a user but the installation of the appropriate application is not detected on the linked inventory device by the inventory process, the allocation count would be incremented but the consumption count would remain the same. A few points to consider about this allocation type are:
  • This is the default allocation type for the licenses added to users.
  • The allocation behavior changes when the Allocations consume license entitlements option is selected, forcing all allocations to consume license entitlements regardless of reported installations (see Use Rights & Rules Tab).
• Awaiting Inventory — This setting has no effect for user licenses.
• Permanent — This allocation permanently allocates this license to this user. From the next Reconcile, this allocation will be permanently counted as an installation (and consume from the linked license), regardless of whether any matching software inventory is reported for this user. See the note below.
• Unallocated — The license is not currently allocated to this user. This is the default state for the licenses linked through installation evidence, rather than allocations. If you select this value and there is no installation evidence for any application covered by this license (that is, the Installed column does not show a check mark), this license is removed from the list when you click Save.

  Allocations enable fine control in IT Asset Management. For example, you can allocate entitlements from a license to 50 users, and set just one remote sales consultant user to always count as consumed regardless of inventory. The remaining 49 get the top priority for the license entitlements; and if they report a linked application, they must consume from the allocated license; but they consume only when an inventory result triggers consumption.

Tip: In IT Asset Management, you can also use any of the following methods to permanently allocate a license (to an inventory device or user):

• By setting allocation for a particular inventory device: In the inventory device properties, in the Licenses tab, for Allocated select the Permanent option as described above. This setting applies uniquely to the current inventory device, and does not affect allocations to other devices.
• By setting allocation for a particular user: In the user properties, in the Licenses tab, for Allocated select the Permanent option. This setting applies uniquely to the current user, and does not affect allocations to other users.

This means that allocations allow fine-grained control. For example, you can allocate entitlements from a license to 50 inventory devices using the default allocation type; but from the inventory device properties, set just one sales consultant's laptop to a Permanent allocation, so that it always counts as installed (regardless of inventory). The remaining 49 get the top priority for the license entitlements, and if they report a linked application, they must consume from the allocated license; but they consume only when an inventory result triggers consumption. But the laptop always consumes, even when the sales consultant's travels prevent inventory collection.

Category

The category chosen for this license.

Duration

The time-based nature of the license, whether it is a Perpetual, Subscription, or Time limited license.

Editable in the Identification tab of the license properties.

Edition

The edition property of the license. Commonly this echoes the edition of an application attached to the license, but may be used in other ways in your enterprise.

Editable in the Identification tab of the license properties.

Expiry date

For subscription (or other time-limited) licenses, this is the date when the current license expires. Ignored for perpetual licenses (even though any previously entered date may still be visible). Check the Duration field to see whether this license is perpetual or time-limited.

The Expiry date is editable on the Identification tab of the license properties.

Last used date

The most recent date when this user opened the application, on any machine where the user has a login. Requires that usage information on this application is returned by at least one inventory source.

This value relies on inventory, and is not editable.

License type

The kind of license, which determines what properties are available for the license, and how compliance is calculated for the license. For details of an individual license type, please see the appropriate entry in the glossary.

Editable in the License type field in the Identification tab of the license properties.

Name

The license name may be:

• Copied from the first-linked software product
• Derived from the License Name field of the SKU in the first-linked purchase (or if there is no SKU, from the purchase Description field)
• Created manually.

The Name value is editable in the Identification tab of the license properties.

Publisher

The name of the publisher of this software, responsible for its development and distribution.

For application records that you create manually, Publisher is editable in the General tab of the application properties. For applications supplied through the Application Recognition Library, the Publisher field is not editable.

Version

The version assigned to the license. This may be tracking versions of a linked application, or may an independent value.

The license Version is editable in the Identification tab of the license properties.