Getting Started Manual

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Overview

S365L was created to save you time, keep your customer agreements up to date and make your life easier.

After you set up and configure sync S365L it will;

  • Sync license counts for your clients Office 365 to Manage agreements
    • Daily
  • Sync adds or removes of licenses counts from Office 365 to Manage agreements
    • Including pro-rate charges if selected
  • Allow you to set up multiple billing profiles to use for different licenses
  • Notify you of any client Office 365 licenses that are not linked to a billing profile
  • Add usernames that the licenses are assigned to in the agreement addition

This manual will take you through how to set up, configure and get running with the app.

The process to get started is

  1. Configure connectwise API
  2. Configure Notifications
  3. Configure Billing profiles
  4. Configure Office 365 delegated admin account
  5. Add companies
  6. Assign office 365 licenses to your connectwise agreements
  7. Start syncing!

Logging In

  1. Open up https://sync.s365l.com
  2. Log in with your provided username and password
  3. You will be presented with your dashboard
  4. We recommend changing your password and enabling Multi Factor Authentication straight away https://www.sync365license.com/knowledge-base/multi-factor-authentication/(opens in a new tab)

Initial Set up

After logging in, you will need to configure your initial settings. This will be to link the system to your Manage and set any notification preferences.

To provide integration with Manage, you will need to create an API user account to use.

Create Manage API key

You will require admin or user management permissions in Manage to complete this step.

  1. Log in to Manage
  2. Select Setup > Members
  3. Select your user account
  4. Click on “API Keys” tab
  5. Click the + to add a new API key
  6. Give it a description (we recommend s365l) and click save
  7. Write down your public and private key, you will need them in the next step. You will not be able to see the private key again after you have saved it.

Sync 365 Licenses config

  1. Log in to Sync 365 License
  2. Click on configure Connectwise
  3. Enter in your company ID
  4. The connectwise URL is your myconnectwise URL with api- in front of it.
    For Australia it is api-aus.myconnectwise.net
    For Europe it is api-eu.myconnectwise.net
    For North America it is api-na.myconnectwise.net
    If you host your own Connectwise, you should have this URL address.
  5. Enter in the public key from Manage
  6. Enter in the private key from manage
  7. Click test and save
  8. The platform will confirm if the details successfully connected to Connectwise Manage

Notification preferences

We can automatically notify you if you have licenses that are not linked to a billing profile, or if you have unassigned licenses.

The frequency options are daily, weekly, monthly.

Click on “Hello <Name>” In the top right to access your user profile. Update your notification email address and select what you would like to be notified about and how frequently.

While you are in here, you can change your password if you like.

Creating billing profiles

Billing profiles are the backbone of S365L. This is how you specify the product to use in an agreement and the agreement types it can be used in.

You can choose to specify a custom price or use the price from the connectwise product.

We recommend creating billing profiles for all the types of 365 licenses and billing frequencies you provide.

I.e. Office 365 business premium – Monthly
Office 365 business premium – Annual

so you can effectively add the licenses to your clients agreements.

  1. Click the billing profiles tab
  2. Click the + to add a new profile
  3. Add a name for the billing profile i.e. Office 365 Business Premium – Monthly
  4. Select the agreement types from Manage that you would like to be able to sync the license to.
    This will filter the agreement selection to only these types of agreements in Connectwise.
    I.e. you may have an agreement type of “Office 365 Licenses”. If you select this, you will only see agreements of that type when trying to match this billing profile to an agreement.

    1. You can select one agreement type or multiple agreement types
  5. Select the product from Manage
    1. If you would like to set this billing profile up to bill a custom price, tick the box and set the price you would like
  6. Save the billing profile
  7. Repeat for all billing profiles and license types you would like to use

Adding Office 365 accounts for sync

To get license details, we need to connect to Office 365. There are 2 ways we can achieve this.
NOTE: MFA must be DISABLED on the account you use or 20.188.208.94/30 added to trusted ips (in testing) so we do not get prompted for MFA! (See here for adding a trusted ip.

  1. Through your Microsoft partner account
    1. This is the account you use in the MS partnercenter which gives the listing of your client accounts that have provided you with delegated admin and you can manage them.
      We recommend adding one specifically for Sync 365 License to use
  2. With the Global Administrator (or an account with billing administrator) of the Office 365 tenant

Microsoft Partner Account

We recommend that you use a partner account that has delegated admin permissions to your customer accounts. To work correctly, this account needs to have MFA (multi factor authentication) disabled.

Note:If you have self service password reset enabled in your Azure, ensure this account is excluded or you log in and provide the additional information required to azure first or it will prevent a successful connection.

We recommend adding a specific sync account to your tenant, using a complex password and providing that account with access to your customers in the partner center. This link provides details on assigning an account permissions in your partner centre, or you can use the short steps after to complete this.

https://docs.microsoft.com/en-us/partner-center/permissions-overview

The short steps to do this are

  1. Log in to the partner centre https://partner.microsoft.com/en-us/pcv/dashboard/overview
  2. Click the settings cog in the top right and select “User Management”
  3. Select the user you want to use from the list
  4. Set the permission for “Assists your customers as” and select admin agent
  5. Update the account
  6. Log in with the username and password that you just created to ensure that it is working and not asking for any additional information.

Adding a delegated admin account for sync

  1. From your Sync 365 License dashboard, click on the Customers tab
    1. Click the delegated admin tab
  2. Click the + to add a new delegated admin
  3. Add your username and password for the account that has delegated admin access to your customers
  4. Save the account
    1. This will take a few seconds as it will confirm that it can use the account.
  5. Ensure it shows a tick under Credentials validated
    1. If the credentials fail to validate, check that the email and password has been entered correctly. Test this by logging into portal.office.com and ensure it is not asking for any additional information.

Adding customer accounts

Now that you have a delegated admin account saved, you can easily add your customers.

  1. Click on the Company tab
  2. Click the + to add the customer
  3. In Company Details, Select the company from Manage
  4. Move the slider to on for “Delegated admin” to use your saved delegated admin account
  5. Select which delegated admin to use (if using multiple)
    1. Set the Slider to “on” to use a delegated partner account and select the partner account to use
    2. Select the customer tenant from the list that you would like to sync
    3. Save the customer

Adding accounts with the Global admin login

You may also choose to use a global admin account to link a specific customer tenant. This can be useful if you have not been given delegated administrator rights to the customers tenant.

This account needs to have MFA (multi factor authentication) disabled and at a minimum be provided with the access levels of billing administrator and user administrator (user administrator only required if you would like to display the account names on the invoice).

Note: Please ensure you can log in and it does not prompt you for any additional information required i.e. if password reset is enabled, it will prompt for the verification options until they are completed and this will prevent us from being able to connect with it.

  1. From your dashboard, click on companies
  2. Click to add a company
  3. Select the company from Manage
  4. Enter in the global administrator username and password for that tenant
  5. Save the customer

Connect licenses to a billing profile

Now that you have customers in the system, you will want to link their licenses to a billing profile. This allows the system to automate the billing process and save you valuable time.

  1. Click on the Customers tab
    1. This will list all customers you have added to the system
  2. For the customer you would like to set up a profile for click the sync agreement button in the actions column
  3. You will see a list of the customers licenses displayed, along with if they are currently linked to an agreement and billing profile and how many are unused. (If you need to bill by the subscription ID, you can tick the box. Read here for more information:
  4. Click the license you would like to select a billing profile for
  5. Select the relevant billing profile you have created
  6. Select the agreement for the company that it should sync to
    1. Note: it will only list agreements that are active and are the type you have added to the billing profile
    2. It will give you a preview of the settings so you can check it is correct
    3. If you would like to list the usernames on the invoice tick “Add usernames to invoice description”
  7. Save the link to the billing profile
  8. This license will now sync through to the selected agreement in manage daily
    1. If you would like to force a sync, click on the license and click “sync now” this should show up on your manage agreement within a few seconds.

DO NOT BILL Profile

Occasionally you will have some licenses that you do not want to bill. These are typically flow free licenses or similar and you do not want to be notified that they are not getting billed.

Some examples of when you would use this:

  • Flow Free licenses
  • Windows store for business
  • Dynamics trial license
  1. Click on the license you do not want to bill.
  2. Instead of selecting a billing profile, click “Do not bill” and then click save.
  3. This will exclude this license from any sync and notifications.

License sync history

While you are in a customer, you can click on the sync history tab. This will show you a history of licenses that have synced, including the agreement and quantity.

From the “Company” page. Click on the name of the company you would like to look at and click on the sync history tab.