Manage Self-Service License Requests in Microsoft 365

Managing licenses in Microsoft 365 often feels like playing a resource allocation strategy game. Traditionally, there have been two ways to deal with this: 

1. Admin-allocated licenses: Admins meticulously assign and manage licenses. Personally, this is my favorite - it gives me total control. 😎 
2. Self-service purchases: A love-hate relationship for many! Users can purchase licenses themselves, which is convenient but chaotic. It also invites compliance headaches, chaos, and a lack of centralized control.

No wonder most organizations just block self-service purchases outright. But this creates a big roadblock for users, they can’t get what they need, and frustration builds! 

So, this is why Microsoft gave ‘self-service license requests’ feature for users! Microsoft cooked up this feature that lets users request licenses while admins still call the shots. I am going to explain how this works explore the benefits and management tips for this nifty feature. 

What Are Self-Service License Requests in Microsoft 365? 

This feature is a lifesaver for admins and users. It’s all about striking a balance between control and convenience (and yes, keeping everyone happy). 

When self-service purchases are disabled, users can’t buy or trial licenses on their own. But they’re not going to stop there, they’ll start looking for workarounds, which could lead to risky alternatives!  

Instead of leaving them to get risky options, why not offer a safer and more controlled option? That’s what ‘self-service license requests in Microsoft 365’ does. 

Here’s how it works: 

1. When a user tries to purchase a blocked product, they can submit a request for a license to you, the admin. 
2. Instead of raising tickets or waiting for email replies, they submit a license request directly. 
3. The admin reviews the request, decides whether to approve or deny it, and assigns the license if approved. 

It’s simple, efficient, and a huge time-saver. Don’t worry, it’ll all make sense as you read on! 😌 

Why Requesting Licenses in Microsoft 365 is Good? 

Still wondering, "Why not stick with admin-managed or self-service purchases?" Here’s why license requests hit the sweet spot: 

1. More transparency: You can easily track who needs what and why to simplify usage patterns and cut unnecessary costs. 
2. Tightened security: Often, self-service purchasing invites shadow IT issues. With requests, admins get the final say - keeping things secure! 
3. No more over-purchasing: Review requests against existing subscriptions to avoid over-purchasing licenses you don’t actually need. 
4. Audit Trail: With everything logged, you’ve got a clear record of all license activity. 

So yeah, it’s efficient, secure, and ensures user needs are met without sacrificing IT governance. What’s not to love?🤩 

How to Manage Self-Service License Requests in Microsoft 365 

Managing self-service license requests in Microsoft 365 might seem simple, but getting it right takes careful planning to align with your organization’s policies. To make sure you don’t overlook any configurations, here’s your step-by-step guide. Basically, there is two ways to handle this: 

• Either you can set up your own custom request process 
• Use organization’s default process 

If you’re not a fan of your organization’s request process, you can configure your own process too. It's ideal for conveying specific contexts seamlessly. 

Steps to set up a custom process: 

1. Go to the Microsoft 365 admin center > Billing > Licenses. 
2. On the Licenses page, click the Requests tab. 
3. Select Connect your request process. 

4. Check the Use my organization's request process box. 

5. Add a custom message or link to your policies. 

6. Save it, and you’re good to go! 

Steps to proceed with Organization Policy: 

1. Clear the “Use my organization’s request process” checkbox in the same tab. 
2. Save, and let your org policy handle the rest. 

Real-time Experience for Users – Request a License: 

Here’s how it plays out for end-users:  

1. When users try to purchase a blocked service, they’ll see a prompt explaining the restriction and offering a request option like in the image instead of a purchase option.  
2. They need to fill it out, and you’ll get the request on the admin side (figuratively, of course). 
3. They can even list other users who need the same product.  

How to Approve or deny a license request in Microsoft 365? 

1. Go to the Requests page in the License page. 
2. Click the row for the request you want to review. 

3. Check the details, including: 

• The user who submitted the request. 

• The product/service they’re asking for. 

• Any additional users included in the request. 

• Any justification or additional notes they’ve provided. 

4. Decide on Approval or Denial: 

• You can assign licenses to the approved users using the default Assign license to each approved person option. 
• Or if you want to remove specific users, click the X next to their names before proceeding. 

Note: Group-based licensing is also supported! 

5. [Optional] Type a message in the text box at the bottom if you want to inform the requester about your decision. 

6. And lastly, after you’re done with all the above of your choice, select Submit.  

Once done, users get an email letting them know whether their request was approved or denied. 

Wrapping Up! 

Self-service license requests in Microsoft 365 are great help for both admins & users. They save time, streamline licensing, give admins better control over resources and what more an admin like us can ask for! 

With this, you can really focus on what truly matters: making the most of the amazing tools Microsoft 365 offers! 

• For admins, it’s about less chaos and more control. 

• For users, it’s empowerment without unnecessary red tape. 

• And for organizations, it’s smarter, more secure license management. 

So, go ahead and enable self-service license requests and make licensing one less thing to worry about!