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Here is an overview of scheduled license change logs (slcls). Note there are various scenarios in which a scheduled license change log can be created and for different reasons.  

Creating a scheduled change log can be done directly on the subscription record, or through the scheduled change logs entity from the navigation menu under subscription management, through the sales order provisioning in Dynamics, and customers can do it as well via the self service portal (see updating license quantities in the self service portal).

*Note on occasion scheduled changes can fail. Refer to this article on troubleshooting failed scheduled change logs. 

 

Scheduling quantity decreases on a subscription

*Note: Depending on if there are certain fields populated, there are additional controls placed on whether license reductions are supported. The fields Quantity Reduction Behavior, and Quantity Reduction Window apply restrictions on the reductions of licenses. These fields are available on the:

  • Work 365 Product Form - Work 365 tab
  • Work 365 subscription form (for license, service, and tiered subscriptions only)- Advanced Tab

*Note: If these fields are populated on the subscription, then the same levels of control will be applied on the self service portal when end users are also attempting to reduce licenses on their subscriptions.

Quantity Reduction Behavior (QRB): 

  • This field will only be automatically updated for those leveraging the Work 365 Product Service. Otherwise, those leveraging manual or do nothing providers in Work 365 who wish to also have these fields set automatically on the subscription be sure to manually update the fields for Quantity Reduction Behavior and Quantity Reduction Window on the product records in Dynamics. 
  • Depending on what is selected license reductions are:
    • Allowed: license reductions are allowed
    • Disallowed: license reductions are not allowed
    • Allowed within window: license reductions are allowed within the specified window defined in the QRW field
      • If this is selected then the Quantity Reduction Window (QRW) controls how long license reductions are supported. The system tracks this window against the Actual Provisioned on date on the "Create" license change log record in Work 365. 
      • License reductions will also be allowed on the subscription renewal date, and during the subscription renewal period (which is also based on the Quantity Reduction Window value set)

Quantity Reduction Window (QRW)

  • This field determines the time frame after a subscription is created where license reductions are Allowed within Window on the QRB.
    • This also applies to subscription renewals.
  • This also applies to subscription renewals.
  • This field is automatically populated via the product service when the product is created via the product service.
  • Note the default value for this window in the product service is 7 Days (which used to be 3 days based on Microsoft's requirements). Regardless of the default value, the system will support any x number of days that is preferred. For example 2 days or 5 days for NCE skus, or 30 days for non-Microsoft NCE skus. 
    • If the preferred number value is not available in the drop down, manually type the number. Example: 5 days

To schedule a license reduction:

  1. Go to the subscription record, Update the quantity to the desired total quantity.

  2. In the change effective field, select either On Renewal or Custom. 

    1. On Renewal: This will automatically create a scheduled quantity change based on the renewal date of the subscription.

      1. This is recommended when the QRB on the subscription is set to Allow within Window, and the subscription is past the allowed window set by the QRW which is tracked against the "Create" license change log Actual Provisioned On

    2. Custom: This enables a user to select any date in the future for the scheduled quantity change. If selected, apply the date for which the quantity update will be scheduled.

      1. Note: Depending on the subscription QRB this will or will not be supported. If the Quantity Reduction behavior is:

        1. Allowed: then any custom data selected for the license reduction will be fine.

        2. Disallowed: then the system will prevent the subscription update from saving

        3. Allowed within Window: then depending on the custom date selected the system will or will not save the scheduled change.

          1. If the custom date selected is within the Quantity Reduction Window (QRW) of the "Create" lcl record, or if the custom date falls on the subscription renewal date or within the QRW of the renewal period on the subscription, then the system will create a scheduled license change log for the license reduction.

          2. If the custom date selected is not within the Quantity Reduction Window (QRW) of the "Create" lcl record, or if the date does not fall on the subscription renewal date or within the QRW of the renewal period on the subscription, then the system will not create a scheduled license change log for the license reduction.

  3. Click save on the subscription.

  4. The system will automatically create a scheduled license change log based on the effective date, and quantity change applied on the subscription (dependent of course on the QRB and QRW of the subscription, and the date selected for the slcl).

  5. When the effective date of the scheduled change log arrives, it will update the subscription record with the change. Then a resulting license change log will be created to reflect the change. 

 

Scheduling quantity increases on a subscription 

  1. Go to the subscription record, Update the quantity to the desired total quantity.

  2. In the change effective field, select either On Renewal or Custom. 

    1. On Renewal: This will automatically create a scheduled quantity change based on the renewal date of the subscription.

    2. Custom: This enables a user to select any date in the future for the scheduled quantity change. If selected, apply the date for which the quantity update will be scheduled.

  3. Click save on the subscription.

  4. The system will automatically create a scheduled license change log based on the effective date, and quantity change applied on the subscription.

  1. When the effective date of the scheduled change log arrives, it will update the subscription record with the change. Then a resulting license change log will be created to reflect the change. 

 

Scheduling changes through a sales order 

Refer to this article on sales order provisioning for reference.

  1. Create a sales order (or follow the lead > opportunity > quote > sales order process in Dynamics Sales)

  2. Add a product line for either a new subscription or an existing subscription on the customer’s billing contract. 

    1. On the product line specify the effective date either the new subscription will be created, or the effective date the quantity change on the existing subscription will be applied.

  3. Provision the order 

  4. The customer’s existing billing contract should populate automatically 

    1. If new select the Provider, confirm the effective date, and save

      1. ​​​​​​​The subscription will be created with a future effective date.

    2. If the subscription already exists it should populate the name of the existing subscription. Confirm the effective date and save.  

      1. ​​​​​​​a scheduled license change log will be created 

 

Scheduling a cancellation of a subscription 

  1. Go to the subscription which will be canceled.  

  2. Update the “Deactivate on” field with the correct cancellation date of the subscription. 

  3. Select whether or not to apply a refund on the cancellation.

    1. Selecting Apply Refund which will result in a credit on the invoice. Note in order for the credit to be applied, the billing contract setting must be set to allow refunds. 

    2. Selecting Do Not Apply Refund should archive the resulting "deactivate" lcl record so no credit can be applied.

  4. Hit Save on the subscription. 

  5. The system will automatically create a scheduled change log event for the "deactivate" event of the subscription. 

  1. When the effective date of the scheduled change log arrives, it will update the subscription record with the change. 

 

Scheduling the creation of a new subscription 

  1. The steps to do this via a sales order are listed above. To do this directly on a subscription

  2. Go to the subscription which will be created

  3. Add the product

  4. Select the effective date the new subscription will become "billable" and license provisioning will take place.

  5. Click Save

  6. The system will create the subscription with a future effective date.

  7. The resulting lcl record will be in an awaiting provisioning status until the effective date arrives to provision the license.

 

 

Scheduling price changes  

  1. Go to the subscription record, and click on the scheduled license change logs tab 
  2. Create a new scheduled license change log 
  3. Update the Sales Unit and Selling Price per Unit or Cost Price per Unit according to the price change. 
  4. Determine the effective date of the scheduled change. 
    1. This determines when the scheduled change will update the subscription with the new updates.
  5. Determine the provision date of the scheduled change.  
    1. This determines when the scheduled change will be provisioned.  
  6. When the effective date of the scheduled change log arrives, the Work 365 job linked to the slcl will update the subscription record with the change. Then a resulting license change log will be created to reflect the change. 
  7. Note: Price changes can also be scheduled from the Work 365 Product Service. Refer to: Pricing changes through the Product Service
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