Report License Assignment Scheduled

Generate and email a license availability report based on thresholds

Description

This runbook checks the license availability based on the transmitted SKUs and sends an email report if any thresholds are reached. Two types of thresholds can be configured. The first type is a minimum threshold, which triggers an alert when the number of available licenses falls below a specified number. The second type is a maximum threshold, which triggers an alert when the number of available licenses exceeds a specified number. The report includes detailed information about licenses that are outside the configured thresholds, exports them to CSV and/or Excel (xlsx) files, and sends them via email. The report files can also be uploaded to an Azure Storage Account, returning time-limited download links. The ReportFileFormat parameter controls which file formats are generated and delivered (CSV only, CSV & XLSX, or XLSX only). When the CSV attachment exceeds the email size limit and "CSV & XLSX" is selected, the email falls back to the Excel workbook alone.

Runbook Customization

Setup regarding email sending

Sending an email report is optional and only happens when a recipient (EmailTo) is provided. The sender address is taken from the RJReport.EmailSender tenant setting.

This runbook sends emails using the Microsoft Graph API. To send emails via Graph API, you need to configure an existing email address in the runbook customization.

See the RealmJoin Report Settings documentation for details.

InputJson Configuration

Each license configuration requires:

• SKUPartNumber (required): Microsoft SKU identifier
• FriendlyName (required): Display name
• MinThreshold (optional): Alert when available licenses < threshold
• MaxThreshold (optional): Alert when available licenses > threshold

At least one threshold must be set per license.

Configuration Examples

Minimum threshold only (prevent shortages):

[
    {
        "SKUPartNumber": "ENTERPRISEPACK",
        "FriendlyName": "Microsoft 365 E3",
        "MinThreshold": 50
    }
]

Maximum threshold only (prevent over-provisioning):

[
    {
        "SKUPartNumber": "POWER_BI_PRO",
        "FriendlyName": "Power BI Pro",
        "MaxThreshold": 500
    }
]

Both thresholds (maintain range):

[
    {
        "SKUPartNumber": "ENTERPRISEPREMIUM",
        "FriendlyName": "Microsoft 365 E5",
        "MinThreshold": 50,
        "MaxThreshold": 150
    }
]

Complete Runbook Customization

{
    "Settings": {
        "RJReport": {
            "EmailSender": "[e-mail]"
        }
    },
    "Runbooks": {
        "rjgit-org_general_report-license-assignment_scheduled": {
            "Parameters": {
                "EmailTo": {
                    "DisplayName": "Recipient Email Address(es)"
                },
                "InputJson": {
                    "Hide": true,
                    "DefaultValue": [
                        {
                            "SKUPartNumber": "SPE_E5",
                            "FriendlyName": "Microsoft 365 E5",
                            "MinThreshold": 20,
                            "MaxThreshold": 30
                        },
                        {
                            "SKUPartNumber": "FLOW_FREE",
                            "FriendlyName": "Microsoft Power Automate Free",
                            "MinThreshold": 10
                        }
                    ]
                },
                "EmailFrom": {
                    "Hide": true
                },
                "CallerName": {
                    "Hide": true
                }
            }
        }
    }
}

Finding SKU Part Numbers

Connect-MgGraph -Scopes "Organization.Read.All"
Get-MgSubscribedSku | Select-Object SkuPartNumber, SkuId | Sort-Object SkuPartNumber

Common SKUs:

• ENTERPRISEPACK - Microsoft 365 E3
• ENTERPRISEPREMIUM - Microsoft 365 E5
• EMS - Enterprise Mobility + Security E3

Output

When violations detected:

• Console output in job log
• CSV export (License_Threshold_Violations.csv)
• Email report with summary, violations, recommendations, and CSV attachment

When all within thresholds:

• No email sent
• Job completes successfully

Troubleshooting

SKU Not Found: Verify SKU exists using Get-MgSubscribedSku

Email Not Sent: Check EmailFrom configuration and Mail.Send permission

Invalid JSON: Validate JSON format before configuration

Migration Note

Legacy WarningThreshold automatically maps to MinThreshold - old configurations continue to work.

Location

Organization → General → Report License Assignment (Scheduled)

Full Runbook name

rjgit-org_general_report-license-assignment_scheduled

Permissions

Application permissions

• Type: Microsoft Graph

  • Organization.Read.All
  • User.Read.All
  • Mail.Send

Parameters

InputJson

JSON array containing SKU configurations with thresholds. Each entry should include a SKUPartNumber for the Microsoft SKU identifier, a FriendlyName as the display name for the license, an optional MinThreshold specifying the minimum number of licenses that should be available, and an optional MaxThreshold specifying the maximum number of licenses that should be available.

This needs to be configured in the runbook customization

Property	Value
Required	true
Default Value
Type	Object

ReportFileFormat

Controls which report file formats are generated and delivered: "CSV only", "CSV & XLSX" (default) or "XLSX only".

Property	Value
Required	false
Default Value	CSV & XLSX
Type	String

CreateDownloadLink

If enabled, the report files are uploaded to an Azure Storage Account and time-limited download links are returned. Disabled by default.

Property	Value
Required	false
Default Value	False
Type	Boolean

ContainerName

Storage container name used for the upload. Configured per runbook (not a global RJReport setting).

Property	Value
Required	false
Default Value	report-license-assignment
Type	String

ResourceGroupName

Resource group that contains the storage account. Sourced from the RJReport tenant settings.

Property	Value
Required	false
Default Value
Type	String

StorageAccountName

Storage account name used for the upload. Sourced from the RJReport tenant settings.

Property	Value
Required	false
Default Value
Type	String

LinkExpiryDays

Number of days until the generated download link expires. Sourced from the RJReport tenant settings.

Property	Value
Required	false
Default Value	6
Type	Int32

EmailTo

If specified, an email with the report will be sent to the provided address(es). Can be a single address or multiple comma-separated addresses (string).

Property	Value
Required	false
Default Value
Type	String

EmailFrom

Sender email address resolved from settings.

Property	Value
Required	false
Default Value
Type	String

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