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Manage license agreements for computer software in Microsoft Intune

Updated: November 21, 2014

Applies To: Microsoft Intune

With Microsoft Intune, you can add and manage license agreement information for software that was purchased through Microsoft Volume Licensing agreements, and for Microsoft or non-Microsoft software that was purchased by other means. With Intune, you can upload Microsoft Software License Terms information to the Microsoft Volume Licensing Service Center (VLSC) site, which enables you to determine the license entitlement that corresponds to a set of Microsoft Volume Licensing agreements. Software agreements can be added to license groups. You can use license groups to organize your license agreements in units that are logical for your organization.

ImportantImportant
This feature is provided for convenience only and accuracy is not guaranteed. You should not rely on it to confirm compliance with Microsoft Volume Licensing agreements. Microsoft will not use the data gathered through this software license management feature to investigate potential violations of or compliance with license agreements you may have with us.

This section provides information about the following:

The Licenses workspace lets you add and manage license agreement information for software that was purchased through Microsoft Volume Licensing agreements, and for Microsoft or non-Microsoft software. You can upload Microsoft Software License Terms information to the Microsoft Volume Licensing Service Center (VLSC) site, which lets you determine the license entitlement that corresponds to a set of Microsoft Volume Licensing agreements.

ImportantImportant
Features of the Licenses workspace do not affect your license agreements or entitlements to use your software. No actions that you perform in Microsoft Intune can change the properties and terms of your license agreements with Microsoft or other software providers. For example, deleting a license agreement pair in Microsoft Intune does not delete or nullify license agreements that exist between you and Microsoft.

The Licenses workspace is not displayed in the administrator console until you have installed the client on, and are successfully managing at least one computer client.

You can perform the following management tasks for Microsoft Volume Licensing agreements and other software agreements in the Microsoft Intune administrator console:

  • Enter and manage licenses.

  • Compare the entitlement information that Intune retrieves from VLSC to the inventory of Microsoft software that Intune detects on your managed computers.

  • Create license reports that show installation and license counts for software titles. License reports can help you assess your complete license position for Microsoft software and non-Microsoft software titles. These reports are for your use only. For more information, see the Microsoft Online Privacy Statement.

Intune Volume Licensing agreements provide license information for software that was purchased through Microsoft Volume Licensing agreements. You can add Microsoft Volume Licensing agreements to Intune by providing matched pairs of agreement numbers. The agreement or authorization numbers must be matched to the correct license or enrollment numbers. Agreement number pairs are obtained when you purchase your license agreements from the Volume Licensing Service Center (VLSC).

You can also add license agreements to Microsoft Intune that are not Microsoft Volume Licensing agreements. These agreements can include non-Microsoft software or Microsoft software that was purchased through a retailer.

ImportantImportant
You must have at least one computer enrolled in Intune before you can add a non-Volume License agreement. In addition, at least one enrolled computer must have uploaded a licensable software package that you want to use to add a non-Volume License agreement.

If you have more than five license agreement pairs, prepare a comma-separated values file (.csv file, also known as comma-delimited file). If you have five or fewer license agreement number pairs, enter individual agreement pairs in the Add Agreements form. The following are requirements for the .csv file:

  • The file can contain either two or three columns; two for agreement pairs alone, or three if you want to add a friendly name for each agreement pair.

  • The total number of characters in an agreement number pair cannot exceed 16 ASCII characters.

  • Only ASCII characters are supported.

  • The following characters are not allowed in the agreement name: ~ ! @ # $ ^ & * ( ) = + [ ] { } \ | ; : ' " < > /. Spaces are allowed in the name.

  • The agreement file name must be no more than 128 characters in length.

  • The file must contain at least one agreement pair and cannot contain more than 5,000 agreement pairs.

You can create this file by adding your agreement pairs to a new plain text, Microsoft Excel, or Notepad document in one of the following formats, depending on the organization type that you have registered with the VLSC. Allow for one agreement number pair per line.

  • Open Value Customers:  Agreement number, repeat agreement number, agreement name

  • Open Customers:  Authorization number, related license number, agreement name

  • Select and Enterprise Customers:  Agreement number, related enrollment number, agreement name

Save the file to a convenient location. The Add Agreements form prompts you to browse for this file when you add a new agreement.

The following is an example of .csv file content for an Open Value customer.

01-07001, 01-07001, Office agreements
86-60001, 86-60001, Exchange agreements

Whether you add agreement details manually or upload a .csv text file that contains agreement details, each row contains an agreement or authorization number and a license or enrollment number. You can add the agreement to the Unassigned Agreements group (and change the group membership later), a new license group, or an existing license group. Commands in the All Agreements list view let you edit the existing license agreement, delete a license agreement that you are no longer using, or change the license group membership of a selected agreement or multiple agreements.

  1. In the Microsoft Intune administrator console, click Licenses.

  2. On the Overview page, click Add Agreements in the Microsoft Volume Licensing Agreements section.

  3. Select Volume Licensing agreement in the Choose Agreement Type section of the Add Agreements page.

  4. In the Add Agreement Details area, choose whether to manually add the agreement details or upload a comma-separated values file (.csv) file, also known as comma-delimited file.

    Do one of the following:

    • To upload a .csv file, select Upload a CSV file that contains agreement details, and then browse for a .csv file. If you select this option, you can provide friendly names for agreement pairs in the .csv file.

      The agreement name can have a maximum of 256 characters, and cannot contain the following characters: ~ ! @ # $ ^ & * ( ) = + [ ] { } \ | ; : ' " < > /. Spaces are allowed in the name.

    • To provide agreement details manually, select Manually add agreement details, type an agreement name in the Agreement name box, and then type the agreement number pairs in the Authorization/Agreement number and License/Enrollment/Customer number boxes. After you type both numbers, click the Add pair icon to save your numbers, and then optionally add a new pair.

      noteNote
      If you add several agreement number pairs, Intune creates one agreement with the name that you specify, and all pairs that you added will be a part of this agreement.

  5. In the Select License Group area, do one of the following:

    • Select Add the agreements to the Unassigned Agreements group if you do not want to add the new agreements to a new or existing license group. You can add the agreements to user-defined license groups at any time.

    • Select Add the agreements to a new license group to add the new agreements to a new license group. You are prompted to provide a name for the new license group. For more information about license group names, see Manage license agreements with license groups.

    • Select Add the agreements to an existing license group to add the new agreements to an existing license group. In the Group name list, select the license group to which you want to add the agreements.

  6. Click OK.

The All Agreements list view is displayed, and Microsoft Intune connects to the Microsoft Volume Licensing Service Center to validate the agreement number pairs that you provided; however, the volume licensing information in Intune is not refreshed at this time.

To update the volume license information after you have added license agreements in Intune, in the Licenses Overview page, click Refresh Now. This action retrieves the current license information from the Microsoft Volume Licensing Service Center (VLSC).

ImportantImportant
Until you refresh the volume licensing information, you may see different information in the agreements list and the entitlement information on the Agreements Overview page.

After you refresh the volume license information, you can compare the license information to your detected Microsoft software in the Software workspace. You can also create license reports that show installation counts and license counts for software titles. License reports can help you assess your complete license position for Microsoft-licensed software titles. These reports are for your use only. For more information about Microsoft privacy practices, see the Microsoft Online Services Privacy Statement. For more information about License Reports, see Create a License Report.

noteNote
The Product Title displayed for all Microsoft Volume License agreements is Not available.

  1. In the Microsoft Intune administrator console, click Licenses.

  2. Click Add Agreements in the Other Software Licensing Agreements section.

  3. Select Other software licensing agreement in the Choose Agreement Type section of the Add Agreements page.

  4. In the Add Agreement Details area, specify the following:

    • Agreement name (required). The agreement name can have a maximum of 256 characters, and cannot contain the following characters: ~ ! @ # $ ^ & * ( ) = + [ ] { } \ | ; : ' " < > /. Spaces are allowed in the name.

    • Publisher (required). When you start to type a publisher name, the service retrieves all publisher names that contain the letters that you type. For example, if you type “soft,” the service retrieves all publisher names that contain “soft” as part of the name, such as “Microsoft” and “Microsoft Research.” The publisher names are retrieved from the Software Asset Catalog. Depending on the number of publishers in this catalog, this can take some time. You must select the publisher before you can enter the product title.

      ImportantImportant
      You must have at least one computer enrolled in Intune before you can add a non-Volume License agreement.

    • Product title (required). When you start to type a product title, the service retrieves all product titles that contain the letters that you type. You must specify a Publisher before you can specify a Product title.

    • License count (required). Enter the number of purchased licenses.

    • License start date. Enter the start date of license coverage.

    • License end date. Enter the end date of license coverage.

    • Agreement details. You can optionally specify contact information, registration keys, and other information.

  5. In the Select License Group area, do one of the following:

    • Select Add the agreements to the Unassigned Agreements group if you do not want to add the new agreements to a new or existing license group. You can add the agreements to user-defined license groups at any time.

    • Select Add the agreements to a new license group to add the new agreements to a new license group. You are prompted to provide a name for the new license group. For more information about license group names, see Manage license agreements with license groups.

    • Select Add the agreements to an existing license group to add the new agreements to an existing license group. In the Group name list, select the license group to which you want to add the agreements.

  6. Click OK.

The All Agreements list view is displayed.

After you add Volume Licensing agreements or other software agreements to Intune, you can edit the license agreements.

  1. In the Microsoft Intune administrator console, click Licenses.

  2. Click All Agreements, or select a license group, and then click the Agreements tab.

  3. Click the agreement that you want to edit, and then click Edit.

  4. In the Edit Agreement Details area, if you want to specify a new name for the agreement, in Agreement name type the new name.

    The agreement name can have a maximum of 256 characters, and cannot contain the following characters: ~ ! @ # $ ^ & * ( ) = + [ ] { } \ | ; : ' " < > / ". Spaces are allowed in the name.

    noteNote
    For a Volume Licensing agreement, the only property that you can update is the agreement name.

  5. In the Edit Group Membership area on the Edit Agreement page, do one of the following:

    • To keep the agreement in the current license group, select Keep the agreement in the <License Group Name> group.

    • To add the agreement to a new license group, select Add the agreement to a new license group. You are prompted to provide a name for the new license group. For more information about license group names, see Manage license agreements with license groups.

    • To add the agreement to an existing license group, select Add the agreement to an existing license group. In the Group name list, select the license group to which you want to add the agreements.

  6. Click OK.

You can create license groups in Microsoft Intune to organize your license agreements in units that are logical for your organization. For example, an organization might want to group license agreements for the finance group into a license group named “Finance License Group.”

Software licensing agreements can be added to license groups. You can use license groups to organize your license agreements in units that are logical for your organization. For more information about license groups, see Manage license agreements with license groups.

You can use the Create License Group command on the Licenses Overview page to create a new license group, to which you can add agreements.

After you create a license group, you can manage the group by clicking the name of the group in the navigation pane under All Agreements, which opens the License Group Properties page. This topic describes how to use the commands under Tasks on the License Group Properties page to create a new license group, edit the license group membership for agreements, and to delete a license group.

noteNote
You can create a total maximum of 500 license groups in Intune.

  1. In the Microsoft Intune administrator console, click Licenses.

  2. On the Overview page, click Add Agreements in the Microsoft Volume Licensing Agreements section.

  3. Open the Microsoft Intune administrator console.

  4. In the workspace shortcuts pane, click the Licenses icon.

  5. On the Overview page, under Tasks, click Create License Group.

  6. In the Set License Group Name area on the Create License Group page, type a name for the new license group in Group name.

    The license group name is required, cannot be more than 256 characters, and cannot contain any of the following characters: ~ ! @ # $ ^ & * ( ) = + [ ] { } \ | ; : ' " < > /. Spaces are allowed in the name.

  7. Do one of the following:

    • To create the new license group without adding any agreements to the group, click OK.

    • To add existing agreements that are not assigned to any other group to the new license group, select the agreements that you want to add in the Add Unassigned Agreements section. If you do not want to add any new agreements to the new license group, click OK. If you want to also add new agreements to the new license group, in the Open Add Agreements Form section, select the Add agreements check box, and then click OK.

    • To add only new agreements to the new license group, select the Add agreements check box in the Open Add Agreements Form section, and then click OK.

  1. In the Microsoft Intune administrator console, click Licenses.

  2. Do one of the following:

    • To add unassigned agreements to an existing license group, under All Agreements in the navigation pane, click Unassigned Agreements.

    • To add agreements that belong to an existing license group to a different license group, under All Agreements, click the name of the license group that contains the agreements you want to add to a different group.

  3. On the License Group Properties page, click the Agreements tab to display agreements that are in the selected license group.

  4. Click one or more agreements in the Agreements list, and then click Edit Group Membership.

  5. In the Edit Group Membership dialog box, select the license group to which you want to add the agreement, and then click OK.

    ImportantImportant
    If you select multiple agreements from the All Agreements list that belong to different license groups, the group membership information for all of the selected agreements is overwritten with the new group membership settings and cannot be undone.

  1. In the Microsoft Intune administrator console, click Licenses.

  2. Click the name of the group you want to change, and then click the General tab.

  3. Under Tasks, click Edit License Group.

  4. In the Edit License Group dialog box, type a new name for the license group, and then click OK.

    The license group name is required, cannot be more than 256 characters, and cannot contain any of the following characters: ~ ! @ # $ ^ & * ( ) = + [ ] { } \ | ; : ' " < > /. Spaces are allowed in the name.

  1. In the Microsoft Intune administrator console, click Licenses.

  2. Select a license group under All Agreements in the Licenses workspace navigation pane.

  3. On the License Group Properties page, click the General tab.

  4. Under Tasks, click Delete License Group. The Unassigned Agreements group cannot be deleted.

  5. If you are sure that you want to delete the license group, click Yes when you are prompted.

    noteNote
    Deleting license groups does not delete the agreements that belong to the groups. If you delete a license group, all licenses in that group are moved to the Unassigned Agreements group.

In the Microsoft Intune administrator console Licenses workspace, you can use the following procedure to delete license agreements.

  1. In the Microsoft Intune administrator console, click Licenses.

  2. Click All Agreements, or select a license group, and then click the Agreements tab.

  3. Select one or more license agreements in the list, and then click Delete. If you are sure that you want to remove the agreements from the Microsoft Intune administrator console, click Yes when you are prompted. You can delete one or more agreements at one time.

    noteNote
    After you delete Volume Licensing agreements, to update the license information, click Refresh Now on the Licenses Overview page or on the General tab for a specific license group.

 
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