Quick Start: Manage Users and Partner Visibility

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1 Customer Guide This guide shows you how to use the Microsoft Business Center to search for a user, add new users, and assign or remove roles to manage your users' permissions. You can also manage partner visibility if you have more than one Microsoft partner, allowing some partners to view licenses and services ordered by other Microsoft partners. To get started, sign in to the Business Center and select Account from the top menu, then Manage Access. Contents Introduction... 2 The Manage Access section... 2 Get registered... 2 Search for a user... 3 Add a user... 5 Adding a User Administrator... 6 Understanding user roles... 7 Confirm new user was added... 8 Understanding work accounts... 8 Assign roles to existing users... 9 Promote a user to administrator or change their information... 9 Manage partner visibility... 9 Grant visibility Microsoft Volume Licensing 1

2 Introduction This quick start guide walks you through the tasks of managing your users and assigning partner visibility in the Business Center. Manage users includes assigning roles and permissions to people in your organization, adding new users to the Business Center, and more. Manage partner visibility is for organizations with multiple partners, allowing some partners to view licenses and services ordered by other Microsoft partners. The Manage Access section Manage Access is the name of the section previously named Manage Users. The section was renamed to accommodate a new tab called Manage Partner Visibility. When you go to the Manage Access section, you will see two tabs named Manage Users and Manage Partner Visibility. The new tab was created to add features that allow customers to allow their Microsoft partners to view licenses and subscriptions purchased for them by other partners. Get registered The first step to using the Business Center is to sign up your organization to use the site. After your domain administrator has registered your work account, you wil be able to sign in to the Business Center for the first time. Right away you can start adding other users in your organization and managing their roles and permissions assuming you have the proper role to do that. NOTE Your work account is the user account assigned to you by your organization to provide access to the Business Center, Office 365, other Microsoft online services. To manage users, you must be assigned the Account Administrator, Agreement Administrator or User Administrator role for your organization in the Business Center. (For more information about roles, see the section Understanding user roles.) If you aren t sure what role you have, here s how to check: 1. From any page in the Business Center, go to the upper right corner, select your user name, and then select My profile. Microsoft Volume Licensing 2

3 2. On the My profile page, your ROLE will be displayed next to your AGREEMENT NUMBER and PURCHASING ACCOUNT NUMBER. You can have multiple roles. Your user role is listed on your My Profile page. You can have multiple roles. To request a new role, contact the volume licensing administrator or domain administrator at your organization. Search for a user To check if someone in your organization is already using the Business Center, you can search for them. On the Manage Users page, you can search for users in your Azure Active Directory. Here s how: 1. Search by Contact to quickly find a specific user when you already know his or her address. 2. Filter By Status to view only those users with a specific account status. 3. Sort and filter your results for a more refined view. You can search for users by their contact address Microsoft Volume Licensing 3

4 If your search turns up a lot of results, you can sort and filter them Filter By Status options include: All: Results display all users. Active: Results display active users who have signed in to the Business Center at least once. Pending: Results display users who have been added and sent a Welcome message, but who have not yet signed in to the Business Center. Expired: Results display users who have been added, but who did not activate their account by signing in within a 14-day period. NOTE: Expired users also display when you select All. You can use this to find expired users and resend their invitation to sign in to the Business Center. Microsoft Volume Licensing 4

5 Add a user Here s how to add a new user from your organization and give them access to the Business Center: 1. On the Manage Users page, select ADD USER. 2. On the ADD USER page, complete each field and then repeat as needed for each additional user that you want to add. To view a helpful tip, select the Help icon for that field. Complete all the ADD USER fields for this person: CONTACT ADDRESS: The address for this new user. USER ID: Assign a unique identification (ID) to this user. This is often the user name in their address. For example, taitoy for someone with the address Microsoft Volume Licensing 5

6 DOMAIN: Select the domain associated with your work account. The USER ID plus the DOMAIN will form the work account that each user must use to sign in to the Business Center. A key aspect of creating a work account is the selection of a domain name to use in the work account. For an explanation of work accounts, see the section below on Understanding work accounts. If you already have work accounts in your organization, use that domain. If you need to create a work account for the first time, the domain administrator for your organization should choose what domain to use. For instructions on how to select a domain name and create work accounts, see the Quick Start guide Register for the Business Center in the Help section of the Business Center. PASSWORD RECIPIENT ADDRESS: The address where you want to a password and other information to this user. NOTE A user s work account is typically not the same as their address. For example, someone with an address might have a work account of PREFERRED LANGUAGE: Set the language for notifications this user will receive from the Business Center. COUNTRY/REGION ROLE: Set permissions for this user in the Business Center by assigning this user one or more of the customer roles described below. Adding a User Administrator If you are designating a new user as User Administrator or promoting a current user to that role in the Business Center, you will see an additional option to Give this person the ability to add other users by making them a Global Administrator in your organization s Azure Active Directory. The Global Administrator Role in your Azure Active Directory (AAD) is required if you want this user to be able to create new users in your directory. If you do not make them a Global Administrator in AAD, they will only be able to assign roles to existing users in your directory. Check this box if you want to allow this user to be able to create new users in your directory, in addition to making them a User Administrator in the Business Center. Microsoft Volume Licensing 6

7 Understanding user roles You can assign your users the following customer roles with these permission levels for the Business Center. You must edit their user roles and other user details (such as name and address) in the Azure Active Directory. The section below on promoting users and changing their information tells you how to do this. ROLE PERMISSION LEVEL Microsoft Volume Licensing 7

8 ACCOUNT ADMINISTRATOR AGREEMENT ADMINISTRATOR USER ADMINISTRATOR ACCOUNT MANAGER REPORT VIEWER ACCOUNT VIEWER Users assigned to this role can manage all tasks. Users assigned to this role can view information specific to agreements. Users assigned to this role can manage users. Users assigned to this role can edit active agreements, handle self-service provisioning, and download software; and they can view agreements, keys, orders, license details, and reports. Users assigned to this role can view agreements, keys, orders, license details, and reports. Users assigned to this role can view agreements, orders, license details, and reports. Confirm new user was added When you complete the Add user page and select SUBMIT, the system returns you to the Manage Users page. To confirm that your new user was successfully added, review the notification message on this page. If you tried to assign the new user to an administrator role, you should see another message informing you that you must first promote this user to a new role in your organization s Windows Azure Active Directory (AAD). The section below on promoting users and changing their information tells you how to do this. Understanding work accounts Work accounts are the user accounts that you and others in your organization will use to access the Business Center, Office 365 and other Microsoft business services. Work accounts are different from Microsoft accounts (formerly known as Live ID), which are used to access personal services from Microsoft, such as Outlook.com or Xbox. Work accounts are not intended for personal use, but to allow employees to sign in to their organization s Microsoft services. Microsoft Volume Licensing 8

9 Individual users typically do not set up their own work accounts. Instead, their accounts are usually assigned to them by their organization. Work accounts can be created and managed in the cloud, or synced from an on-premises directory such as Active Directory. By using work accounts instead of personal Microsoft accounts to access the Business Center and other Microsoft business services, organizations gain centralized user management and other benefits. When employees use the same work account to access the Business Center and other online services, they enjoy single sign in on across these services. Assign roles to existing users When you add a new user or update details for an existing user, you can assign them one or more roles in the Business Center. Here s how: 1. Select Account, then Manage users. 2. Find the user you want to edit on the Manage Users page. 3. Select the user to open their User Details page. 4. Select EDIT to select or delete any of the roles for this user in the menu under ROLES, and then select SAVE. For a brief description of the different roles, go to Understanding user roles in this guide. Promote a user to administrator or change their information If you assign a user any of the three different types of administrator roles in the Business Center, this will also promote them to the same role in your organization s Microsoft Azure Active Directory. You can also view and change their roles and other information about the user in the Azure Management Portal. Manage partner visibility Customers with more than one Microsoft partner can use the Manage Partner Visibility tab to allow some of their partners to view licenses and subscriptions (services) ordered by other Microsoft partners. Your partners will be able to view these licenses and services in the Volume Licensing Partner Center. Microsoft Volume Licensing 9

10 By default, partners do not have this ability to view licenses and subscriptions ordered by your other partners unless you grant it to them. They can only view licenses and subscriptions that they ordered for you, unless you change this. You can revoke this permission later, if you decide you no longer want a partner to be able to view licenses and subscriptions sold to you by another partner. NOTE If you went through a Change of Channel Partner (COCP) process, licenses and subscriptions purchased by your previous partner have been associated with another partner. Grant visibility Here s how to grant your partners visability to view licenses and subscriptions purchased by another one of your other partners: 1. Go to the Manage Access section of the Business Center and select the Manage Partner Visibility tab. 2. Select a Purchasing Account, if you haven t already done so, by clicking Select an account. 3. Under PARTNER NAME, select the partner you want to be able to view licenses and subscriptions ordered by your other partners. 4. Under GRANT VISIBILITY TO, select the partners that ordered the licenses and subscriptions you want your other partner to be able to view. If you have only two partners, there will be just one other partner listed here. If you have several different partners, there may be several partners listed here. 5. When you are finished granting rights to your partners, select SAVE. You should see a confirmation message that you successfully changed partner visibility. Microsoft will notify your partners by if you have granted them the ability to view licenses and subscriptions purchased by other partners and tell them how to view these in the Volume Licensing Partner Center. Microsoft Volume Licensing 10

11 NOTE If you have only one Microsoft partner, then the Manage Partner Visibility settings do not apply to you. Microsoft Volume Licensing 11

12 In this example, the customer has only one Microsoft partner (Partner A), so there are no other partners they can grant visibility to. Microsoft Volume Licensing 12

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