Reporting Licenses (Plan/Work) and show remaining

[SusanPf]

Hello ~ I have a report that shows Users and licenses allocated (Plan/Work). However, not all the licenses are being used. For instance, I have 47 work licenses but only 36 are currently allocated. Is there a text or code to show the remaining 'open' licenses? Thank you

[NRYNR]

Probably not since this is really only visible in the Setup->Customer Info. See the attachment showing how we manage assigned and available licenses with Workfront's user report and Excel.

[GregBe1]

BTW, what I find interesting is that the count under setup> customer info doesn't match when I go to the People tab and filter for Active, grouping by license. In my setup, it shows 97 Work licenses, but in my People tab it shows 86. I believe the amount it's showing in the Setup is incorrect.

[NRYNR]

This is something we noticed lately as well. It turns out that something changed either temporarily or permanantly where you have to manually clear the access level of deactivated users. If you run a report of inactive users where the access level is not blank, you’ll probably see a few.

[GregBe1]

FYI - I ran a report where “Is Active” is False and “Access Level ID” is not blank and got no records. I double checked by just filtering for Is active = false, and then sorted ascending and descending on Access Level, and they’re all blank.

[PatriciaMo1]

Hi, We use: User -> Access Level ID -> is Not Blank Then we group the results by Access Level. See attached Maybe this will help you Patty

[AdinaPi1]

I just checked Greg, and mine doesn’t match anymore either, in fact the number is off by about 20%. I will open a case for it.

[Doug_Den_Hoed__AtAppStore]

Hi Adina. I've been following this thread. I suspect that would impact the Company Level License Counts you are rolling up using UberCalc. Perhaps we should add another UberCalc job to spot and release those orphaned licenses automatically, too, to keep the stats clean. Regards, Doug

[AdinaPi1]

The Ubercalc is working perfectly to roll up the license counts to the Company level. It’s the Customer Info page that has the wrong numbers. Background on how we track licenses: On our instance, we have 6 different teams that purchased licenses, so we need to track how many they are using based on how many licenses they purchased. How we do that is we added 2 custom fields to the user profile: [cid:image001.png@01D293FE.06446E90] By using Ubercalc, the ‘Number of Licenses Used’ number is rolled up to a custom field called ‘Used Flex Licenses’ on the company object so we can track number of licenses used by company (in our case, each team is a Company.) [cid:image002.png@01D293FE.8AF58C50] I also have a master dashboard to track all this. Adina ________________________________

[Doug_Den_Hoed__AtAppStore]

Ah: gotcha, Adina: glad to hear it's doing the job. Thanks for confirming (and sharing). Regards, Doug

[SusanPf]

I was told through tech support that it is not possible.

[SusanPf]

What you find in setup is what the license contract dictates. It doesn't marry up with actual allocated license,which why I asked for the possibility. We have a dashboard that we use to monitor license activity. It would be nice to have the chart show what's been allocate and unallocated.

[SusanPf]

Thanks, Patricia. We use a dashboard to monitor license activity;bar and pie chart in additional to the tradition data report. We would like the charts to show us used and remaining licenses based on contract.

[SusanPf]

Thank you! I would prefer not having to create external reports and feel it something that Workfront should contain. I put in a recommendation the tool be able to track license usage based on contract. It's important.

[AdinaPi1]

I opened a feature request to be able to report on the Customer Info -> License Information. Currently I just manually update the numbers on a custom form on a master company I created (called System Availability) to keep track on a report in a dashboard.

[SusanPf]

Awesome!