Report License Assignment Scheduled

Generate and email a license availability report based on configured 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 files, and sends them via email.

Runbook Customization

Setup regarding email sending

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.

This process is described in detail in the Setup Email Reporting documentation.

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": "[email protected]"
        }
    },
    "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

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:

• SKUPartNumber: The Microsoft SKU identifier

• FriendlyName: Display name for the license

• MinThreshold: (Optional) Minimum number of licenses that should be available

• MaxThreshold: (Optional) 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

EmailTo

Can be a single address or multiple comma-separated addresses (string). The function sends individual emails to each recipient for privacy reasons.

Property	Value
Required	true
Default Value
Type	String

EmailFrom

The sender email address. This needs to be configured in the runbook customization

Property	Value
Required	false
Default Value
Type	String

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