The License Expense Management report allows to report on all organization, package, feature, and permission set licenses and their cost/usage. You can even make license assignments directly from the report.
On the first tab, Assign Licenses, you can select a group of users. When the radio button next to the Users panel is selected, you can highlight one user at a time, and the other panels will indicate what is currently assigned to them.
You can make additional assignments if you'd like, or take away an assignment. Select or deselect the particular item and you will notice that the orange Save Assignments button in the top right is now available. If you click this button it will make the changes directly in the org.
You can also change the context of the report by selecting the radio button next to whichever panel you want to report on. For example, if I select the button next to Package Licenses, I can now highlight a package and it will tell me, which of my groups of users is assigned that license. You can also bulk assign users this way.
The first tab is all about understanding assignments and making changes where necessary. The subsequent tabs are meant for documentation.
We'll want to start on the Display Report tab first, because there are things we need to setup in order for the Preview report to show us what we want, when we want to view these results.
Select Users for a group of users that will pull into the report when you are documenting things specific to users, like package licenses, org licenses, etc. User Details allows you to choose aspects of the user details that can be included as part of the report, like email, title, role. And finally, Manage Expense. This is where the report can be really useful. You can input the expense related to each type of license you have.
Not only will you see your usage like available licenses, but you can see the expenses related to each license given the number of users assigned.
If you navigate back to the Select Reports tab, you'll see the types of reports you can run.
The Metazoa Snapshot License Expense Management Report provides comprehensive insights on your Salesforce licenses, offering detailed usage and cost metrics, and valuable actionable insights. With this report, you can easily manage license assignments, understand usage patterns, and control costs more effectively.
The initial screen of the report displays a selected group of users. Clicking on a user reveals the licenses that user has. The different types of licenses are presented on the right side: Org License, Permission Set Licenses, Package Licenses, and Feature Licenses.
To change any license assignment, simply make the change and the 'Save Assignments' button will activate. Click on it to save the new assignment.
To explore further details about each license type, use the radio buttons. Selecting one of the license types will display all the users associated with it.
To select a different group of users, click the button in the upper left corner to open the User Selection dialog. From here, you can select users in many different ways.
The next tab of the report presents several valuable reports about your licenses.
License Usage and Remaining Licenses
Four reports provide a breakdown of used and remaining licenses for each of the four license types.
Cost and Usage
The subsequent reports display the cost and usage of each license type. The white area of the report displays a chart of usage for each selected user and each active feature license. This is followed by cost information:
- Total Number of Licenses: The overall count of each license type.
- Unit Cost: The cost per license. You can modify this as per your company's standards.
- Total Cost: Calculated by multiplying the unit cost by the number of licenses.
- Usage Breakdown: License usage is categorized into High, Medium, and Low. Each category includes the count of users and associated costs.
You can modify usage statistics and costs by right-clicking to bring up the 'Manage Expense' dialog. From here, you can set custom costs for specific licenses, and designate usage statistics based on the number of logins or created records.
This flexibility enables you to set up your usage and cost tracking to best suit your organization's needs.
The report creates a visual graph for the four license categories, the whole organization, and each Permission Set License. The graph changes dynamically if you don't have cost or usage information for a certain license category. You can add cost information quickly to see a more comprehensive view.
The 'Combined Expense' section offers an overview of all your license expenses, indicating any wasted money based on usage statistics. This allows you to make actionable decisions on cost control and better license allocation.
License Permissions Vs. Permission Set Permissions
This part of the report compares license permissions with permission set permissions.
- The 'Combined Licenses' report shows you all licenses combined from the profile plus all the permission set licenses.
- The 'Permission Set Permissions' report provides the profile permissions plus any permission sets, which results in the final user permissions.
The 'Combined Differences' report illustrates the permissions from licenses versus the permissions from permission sets, allowing you to identify discrepancies.
Lastly, you can schedule these reports and have them automatically sent to administrators, ensuring everyone stays informed about license usage and expenses.