GDAP Prerequisites

To ensure the correct operation of Users Management on the Storefront, the following GDAP roles are required:

• License Administrator

• User Administrator

Additionally, a security group must be set up which contains these roles. Adding and managing security groups is only available via MPC. Please see the figure below for reference:

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Editing Information and Role for an Existing User

After creating an Office 365 user, the Storefront user can edit the Office 365 user’s information and assign or edit its role by clicking on the “…” option button from the “User List”. The option to be used is named Edit User Information.

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Therefore, upon clicking on the “Edit User Information“ option, a pop-up window appears that contains the following information, where the Storefront user can view the existing information or role and update them. The information that are available and can be edited are the “First Name”, the “Last Name”, the “Display Name“, the “Location“, and the “Role“.

Upon clicking on the “Update” button, the Office 365 user’s information and/or role shall be updated accordingly. By clicking “Close”, no changes are implemented.

Managing Licenses for an Existing User

The Storefront user can assign or de-assign licenses to an existing user by clicking on the “Manage Licenses” button found for each existing user inside the Users' List.

Upon clicking on the "Manage Licenses" button of a specific user, a pop-up window appears, titled Manage Licenses, and is comprised of all the subscriptions that the user can be either assigned to or de-assigned from.

• The licenses that have already been assigned to the user have the toggle active.

• The licenses that can be assigned to the user have the toggle inactive.

Assigning Licenses to an Existing User

In case the existing user does not have an assigned license, the toggle next to the subscription is set to the "Off" position. Under each available subscription, the number of available licenses is being displayed.
If there are available licenses from one or more subscriptions, the Storefront user can assign one license from each subscription from the ones appearing on the Manage Licenses pop-up window, by toggling the slider to the "On" position.

This change will result in the number of available licenses for the specific subscription to be reduced by one and the respective change to be displayed on the "licenses available " message, as well as on the Assign column of the Users' List.

De-assigning Licenses from an Existing User

In case the existing user has one or more assigned licenses, the toggle next to the subscription is set to the "On" position. Under each available subscription, the number of available licenses is being displayed.
The Storefront user can de-assign one license from each subscription from the ones appearing on the Manage Licenses pop-up window, by toggling the slider(s) to the "Off" position.

This change will result in the number of available licenses for the specific subscription to be increased by one and the respective change to be displayed on the "licenses available " message, as well as on the Assign column of the Users' List.

NOTE: When assigning or de-assigning licenses, the changes will take effect only after the Update button is clicked.

Deleting Existing User

Next to each user on the “Users' List” management table exists a button “…“. Upon clicking on this action button, certain options appear to the Storefront user, where he can manage the licenses (as previously analyzed), reset a user’s password or delete a specific user.

Upon clicking on Delete, a message is displayed on the screen informing the Storefront user about the acceptance of the deletion action, which writes:
“Are you sure you want to delete this user? You will have 30 days to restore the user and retrieve their data. After the 30 days, the data of this user will be completely lost.“

After accepting that message, the Office 365 user’s status changes to Deleted from both our user management table (indicated with grey color), as well as from the Partner Center and Admin Center. All licenses assigned to that user become de-assigned and at the same time become again available for assignment to other Office 365 users. So the respective numbers (availability) for these subscriptions shall be increased by the number of licenses de-assigned from the deleted user.

Restoring Deleted User

Next to each deleted user (in grey color) on the “Users' List” management table, only one option exists in the button “…“, named Restore and upon clicking on it, the Storefront user can restore a deleted Office 365 user within 30 days from their deletion. Consequently, if the deleted user has been deleted for more than 30 days, he disappears entirely from the “User’s List”, since they are permanently deleted from Microsoft meaning that they are no longer restorable.

Once the Restore button is clicked, a message is displayed on the screen informing the Storefront user about certain checks that must be made before the restoration action, which writes:
“Before you restore ‎this Office 365 user‎ you need to make sure you have a product license available. Restoring the user‎ will restore all associated data, assign product licenses, and give access to all services they could access before they were deleted.”

The Storefront user has two options, following the pop-up message that appears. He can either Cancel the restoration of the Office 365 user or continue the restoration by clicking on the Restore button.

Resetting Password for Existing User

When the Storefront user opts to reset the password for an Office 365 user, the same options are visible as when creating a new password for an Office 365 user.

The only difference is that the “Send Password in Email Upon Completion” is not a compulsory field.

In case the Storefront user does not fill in an email in this field, a notification email is dispatched, about the password reset, on the email that is comprised of the username@domain name, belonging to the Office 365 user.

Monitoring Licenses

The element of this page responsible for monitoring the licenses is the Licenses section. This list contains one entry per one unique product associated with one of the following product types (Microsoft Cloud Services, Microsoft Dynamics) and five columns that display the status of the licenses for each product. Notice that when more than one subscriptions exist for the same product, they are displayed in one entry on the table, since Microsoft provides us with these data in an aggregated form. Therefore, the summation of the licenses for those subscriptions will be displayed on the list's respective rows and columns.

The Licenses columns are the following:

• Product Name: It indicates the product name as it appears on Partner Center and not the friendly name that might have been given to that product.

• Active Licenses: It indicates the number of active licenses, as provided by Microsoft.

• Assigned Licenses: It indicates, out of all the active licenses, the ones that are assigned to the Office 365 users for the specific product and the specific Microsoft tenant.

• Available Licenses: It indicates the number of available licenses the Microsoft tenant has at his disposal currently. (Available Licenses = Active - Assigned)

• Suspended License: It indicates the number of suspended licenses that the Partner Center API provided for the Microsoft tenant.

Viewing Subscription Information from the Licenses' List

For every product name that is displayed on the Licenses list, an information tooltip is present. Upon clicking on the tooltip, the Storefront user is able to view subscription-related information for the specific product name. More specifically, the user is able to view a table containing the following information:

• Product SKU ID: It Indicates the SKU ID associated with one or more subscriptions, as retrieved from Microsoft.

• Microsoft Subscription IDs: It indicates the external IDs of the subscriptions - that is the IDs that the specific subscriptions have, as provided by Microsoft on the Partner Center, since more than one subscriptions may be associated with the specific product SKU, but they have different external IDs.

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