Active Directory management & automation

Automatically Assign Office 365 Licenses

With the help of Adaxes, you can automatically activate and deactivate user accounts in Office 365, as well as assign and revoke licenses for Office 365 services. In this tutorial, you will learn how to assign Office 365 licenses as a part of the user provisioning process. Also, you will learn how to assign different licenses to different categories of users depending on a certain attribute of their account.

Before you can start using Adaxes for Office 365 management, you need to register an Office 365 tenant.

You will be able to manage Office 365 accounts of only those users who fall within the Associated Active Directory Scope of an Office 365 tenant. Make sure to adjust the AD scope of your Office 365 tenant as appropriate.

For user provisioning, Adaxes has a built-in Business Rule called After User Creation. Once a new user is created, it performs common tasks related to provisioning the user, among which is activating an Office 365 account for the user. To configure how the Business Rule creates accounts in Office 365:

  • Launch Adaxes Administration Console.
  • Expand Adaxes service \ Configuration \ Business Rules \ Builtin.
  • Select the After User Creation Business Rule.
  • By default, the Business Rule is disabled. This means that the Business Rule will not perform any actions until you enable it.

    How to enable

    • Right-click the Business Rule.
    • Select All Tasks in the context menu.
    • Click Enable.
    Before enabling the Business Rule, configure the other actions, besides the Activate an Office 365 account for the User action, to meet your requirements and/or delete the ones that you don't need.
  • Double-click the Activate an Office 365 account for the User action.

Alternatively, you can create another Business Rule for Office 365 license assignment. For information on how to create such a rule, see Automatically Add Users to Groups by Department. For the Business Rule to assign Office 365 licenses, you need to add the Activate or modify Office 365 account action on Step 3 of the Create Business Rule wizard.

View screenshot

Since the Business Rule will activate Office 365 accounts, make sure that the Activate option is selected in the lower part of the Edit Action dialog.

In the right-hand part of the dialog, specify the following parameters of Office 365 accounts that will be created by the Business Rule:

  • Location: specify a 2-letter country code that will be associated with Office 365 users (for example, US or DE). Office 365 will use this information to select the nearest available datacenter for the users and apply licensing restrictions for the services.

    Full list of country codes

    Location: specify a 2-letter country code that will be associated with Office 365 users (for example, US or DE). Office 365 will use this information to select the nearest available datacenter for the users and apply licensing restrictions for the services.
    Country Country Code
    Afghanistan AF
    Aland Islands AX
    Albania AL
    Algeria DZ
    American Samoa AS
    Andorra AD
    Angola AO
    Anguilla AI
    Antarctica AQ
    Antigua and Barbuda AG
    Argentina AR
    Armenia AM
    Aruba AW
    Australia AU
    Austria AT
    Azerbaijan AZ
    Bahamas BS
    Bahrain BH
    Bangladesh BD
    Barbados BB
    Belarus BY
    Belgium BE
    Belize BZ
    Benin BJ
    Bermuda BM
    Bhutan BT
    Bolivia, Plurinational State of BO
    Bonaire, Sint Eustatius and Saba BQ
    Bosnia and Herzegovina BA
    Botswana BW
    Bouvet Island BV
    Brazil BR
    British Indian Ocean Territory IO
    Brunei Darussalam BN
    Bulgaria BG
    Burkina Faso BF
    Burundi BI
    Cambodia KH
    Cameroon CM
    Canada CA
    Cabo Verde CV
    Cayman Islands KY
    Central African Republic CF
    Chad TD
    Chile CL
    China CN
    Christmas Island CX
    Cocos (Keeling) Islands CC
    Colombia CO
    Comoros KM
    Congo CG
    Congo, the Democratic Republic of the CD
    Cook Islands CK
    Costa Rica CR
    Cote d'Ivoire CI
    Croatia HR
    Cuba CU
    Curacao CW
    Cyprus CY
    Czech Republic CZ
    Denmark DK
    Djibouti DJ
    Dominica DM
    Dominican Republic DO
    Ecuador EC
    Egypt EG
    El Salvador SV
    Equatorial Guinea GQ
    Eritrea ER
    Estonia EE
    Ethiopia ET
    Falkland Islands (Malvinas) FK
    Faroe Islands FO
    Fiji FJ
    Finland FI
    France FR
    French Guiana GF
    French Polynesia PF
    French Southern Territories TF
    Gabon GA
    Gambia GM
    Georgia GE
    Germany DE
    Ghana GH
    Gibraltar GI
    Greece GR
    Greenland GL
    Grenada GD
    Guadeloupe GP
    Guam GU
    Guatemala GT
    Guernsey GG
    Guinea GN
    Guinea-Bissau GW
    Guyana GY
    Haiti HT
    Heard Island and McDonald Islands HM
    Holy See (Vatican City State) VA
    Honduras HN
    Hong Kong HK
    Hungary HU
    Iceland IS
    India IN
    Indonesia ID
    Iran, Islamic Republic of IR
    Iraq IQ
    Ireland IE
    Isle of Man IM
    Israel IL
    Italy IT
    Jamaica JM
    Japan JP
    Jersey JE
    Jordan JO
    Kazakhstan KZ
    Kenya KE
    Kiribati KI
    Korea, Democratic People's Republic of KP
    Korea, Republic of KR
    Kuwait KW
    Kyrgyzstan KG
    Lao People's Democratic Republic LA
    Latvia LV
    Lebanon LB
    Lesotho LS
    Liberia LR
    Libya LY
    Liechtenstein LI
    Lithuania LT
    Luxembourg LU
    Macao MO
    Macedonia, the former Yugoslav Republic of MK
    Madagascar MG
    Malawi MW
    Malaysia MY
    Maldives MV
    Mali ML
    Malta MT
    Marshall Islands MH
    Martinique MQ
    Mauritania MR
    Mauritius MU
    Mayotte YT
    Mexico MX
    Micronesia, Federated States of FM
    Moldova, Republic of MD
    Monaco MC
    Mongolia MN
    Montenegro ME
    Montserrat MS
    Morocco MA
    Mozambique MZ
    Myanmar MM
    Namibia NA
    Nauru NR
    Nepal NP
    Netherlands NL
    New Caledonia NC
    New Zealand NZ
    Nicaragua NI
    Niger NE
    Nigeria NG
    Niue NU
    Norfolk Island NF
    Northern Mariana Islands MP
    Norway NO
    Oman OM
    Pakistan PK
    Palau PW
    Palestine, State of PS
    Panama PA
    Papua New Guinea PG
    Paraguay PY
    Peru PE
    Philippines PH
    Pitcairn PN
    Poland PL
    Portugal PT
    Puerto Rico PR
    Qatar QA
    Reunion RE
    Romania RO
    Russian Federation RU
    Rwanda RW
    Saint Barthelemy BL
    Saint Helena, Ascension and Tristan da Cunha SH
    Saint Kitts and Nevis KN
    Saint Lucia LC
    Saint Martin (French part) MF
    Saint Pierre and Miquelon PM
    Saint Vincent and the Grenadines VC
    Samoa WS
    San Marino SM
    Sao Tome and Principe ST
    Saudi Arabia SA
    Senegal SN
    Serbia RS
    Seychelles SC
    Sierra Leone SL
    Singapore SG
    Sint Maarten (Dutch part) SX
    Slovakia SK
    Slovenia SI
    Solomon Islands SB
    Somalia SO
    South Africa ZA
    South Georgia and the South Sandwich Islands GS
    South Sudan SS
    Spain ES
    Sri Lanka LK
    Sudan SD
    Suriname SR
    Svalbard and Jan Mayen SJ
    Swaziland SZ
    Sweden SE
    Switzerland CH
    Syrian Arab Republic SY
    Taiwan, Province of China TW
    Tajikistan TJ
    Tanzania, United Republic of TZ
    Thailand TH
    Timor-Leste TL
    Togo TG
    Tokelau TK
    Tonga TO
    Trinidad and Tobago TT
    Tunisia TN
    Turkey TR
    Turkmenistan TM
    Turks and Caicos Islands TC
    Tuvalu TV
    Uganda UG
    Ukraine UA
    United Arab Emirates AE
    United Kingdom GB
    United States US
    United States Minor Outlying Islands UM
    Uruguay UY
    Uzbekistan UZ
    Vanuatu VU
    Venezuela, Bolivarian Republic of VE
    Viet Nam VN
    Virgin Islands, British VG
    Virgin Islands, U.S. VI
    Wallis and Futuna WF
    Western Sahara EH
    Yemen YE
    Zambia ZM
    Zimbabwe ZW
    If you want to set the same location as the country specified for a user in AD, use the %c% value reference.

    If a country is not specified for a user in AD, the %c% value reference will be resolved into an empty value, and thus location will not be specified for the user. Office 365 does not allow assigning licenses to users whose location is not specified. To avoid such a situation, it is recommended to make the Country property required.

    For information on how to make a certain property required, see Make Employee ID a Required Property & Specify its Format.

    If you want to set the location based on another property, instead of %c%, use a value reference for the property you need. For example, if location is stored in the Extension Attribute 1 property, use the following value reference: %extensionAttribute1%.

  • Licenses: select the Office 365 licenses that will be assigned to users.
    A user will be assigned an Office 365 license only if the Office 365 tenant within which the user's Office 365 account is created is signed up for a license plan for such an Office 365 service.
When finished, click OK.

If necessary, customize the rest of the actions in the Business Rule and/or add your own actions and conditions. When finished, click Save changes.

Apart from Office 365 license assignment, Adaxes also allows you to configure Office 365 mailboxes for users. For information on how to automate configuration of Exchange Online mailboxes, see Automate Exchange Mailbox Configuration.

Assign Different Licenses to Different Users

If necessary, you can assign Office 365 licenses based on certain conditions. For instance, you can provide licenses for Office 365 services only if a user is a manager or supervisor, or if the user's account is located in a certain Organizational Unit. The best practice is to create a Custom Command containing the actions and conditions that are necessary to assign the appropriate licenses, and execute that Custom Command by a Business Rule that is triggered on user creation. This also gives you the opportunity to assign licenses from other Business Rules and Scheduled Tasks by simply calling the Custom Command.

Create a Custom Command for assigning Office 365 licenses.

How

Right-click your Adaxes service, point to New and click Custom Command.

Enter the name (label) for the new Custom Command. If you are not planning to launch the Custom Command manually, uncheck the Enabled option. Click Next.

Select User in the Object Type list and click Next.

At the next step, you need to specify what the Custom Command will do. To assign Office 365 licenses with the help of the Custom Command:

  • Click the Add Action link.
  • Select the Activate or modify Office 365 account action.
  • Select the Modify properties option in the lower part of the dialog.
  • Click the Office 365 properties button.
When the Modify properties option is selected, the action will adjust Office 365 properties for those users who already have an Office 365 account and will enable an Office 365 account for those users who don't have one.

In the Office 365 Properties dialog, you need to specify which parameters of Office 365 accounts will be modified by the action.

  • To assign a license, check the 1st and the 2nd checkboxes for the appropriate license.

  • To revoke a license, check only the 1st checkbox, and leave the 2nd checkbox unchecked.

  • Since the action can be used for activating new user accounts in Office 365, and Office 365 does not allow assigning licenses to users whose location is not specified, you need to configure the action to set the location for users. To do this, check the Location option and specify a 2-letter country code in the associated edit box. If you want to set the same location as the country specified for a user in AD, use the %c% value reference.

    For more details on setting location to Office 365 users, see Location.
When finished, click OK 2 times.

To assign specific licenses only if certain conditions are met, for example, if the user's Job Title contains Manager, you need to add a condition:

  • Double-click Always.
  • Select the If <property><relation><value> condition type.
  • In the Condition Parameters section, specify Job Title contains Manager.

  • Click OK. You'll see something like this:



Apart from assigning Office 365 licenses to users with a certain job title, you also need to revoke the licenses once a user's job title changes. Thus, for example, if you assign certain Office 365 licenses only to managers, you also need to revoke them from users whose new job title does not contain Manager. To do this, you need to add an action that revokes the licenses and a condition that allows executing the action only when a user's job title does not contain Manager. To add a new action/condition set, click the Add action to a new set link.

If necessary, add actions and conditions to configure assignment of licenses to users with other job titles.

When finished, click Next. Then, click Finish.


Update the After User Creation Business Rule. Instead of the Activate or modify Office 365 account action, it must execute the Custom Command created on step 1.

To automatically update Office 365 licenses once a user account is modified, for example, once the user's job title changes, create a Business Rule triggered after updating users that executes the Custom Command.

For the rule to be triggered only when a user's job title changes, add If the 'Job Title' property has changed condition.

If you distribute Office 365 licenses based on where AD user accounts are located, to update the licenses once a user is moved to another location, you need to create a Business Rule that will be executed after moving users and add the Execute Custom Command action to that Business Rule.

If users are created, modified or moved outside Adaxes, Business Rules will not be triggered. To grant appropriate Office 365 licenses to those users as well, create a Scheduled Task that will periodically execute the Custom Command.

For details on how to create Scheduled Tasks, see Schedule Tasks for Active Directory Management.

Deprovisioning Office 365 Accounts

To revoke Office 365 licenses when an employee leaves, you can use built-in Custom Command called Deprovision. By default, it already contains an action that revokes all licenses from a user and deactivates the user's account in Office 365.

For information on how to configure the other actions, see Configure User Deprovisioning.

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