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Model: view/MicrosoftSubscriberQos

Microsoft QoS

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Overview

Offboarding Microsoft users in Automate is the process whereby the user is de-provisioned (their services are removed), and they're moved from the site (default) back to the tenant level in the hierarchy, typically, customer.

When offboarding, the user's Usage Location remains unchanged. Since Automate doesn't automatically manage user licenses (you'll need to grant Automate permissions to do this for Microsoft user licensing), the users licenses remain in place when offboarded unless Automate has license management permissions.

When running Offboard User for Microsoft you can choose from a filtered list of Quick Add Groups (QAGs) flagged for offboarding. These designated QAGs contain configuration templates (CFTs) that define how the user should be offboarded and de-provisioned. For example, via the CFTs in the QAG you can choose to:

• Leave the usage location and licenses in place
• Remove licenses (system default behavior)
• Remove licenses via removal of groups

Automate ships with default offboard Quick Add Groups (QAGs). You can use the defaults or clone and customize a QAG to use for offboarding via Quick Add Groups. QAGs flagged for offboarding display in the Offboarding Quick Add Group drop-down on the Offboard User page.

Related topics

• Onboard user (Microsoft)
• Quick Add Groups
• Reserve a Number for a User
• Offboard user (Webex or Microsoft)
• Move a Microsoft user between sites using offboard and onboard

Configure a CFT for offboard user (Microsoft)

The configuration template (CFT) to be included in a Quick Add Group flagged for user offboarding may be customized via referenced variables to define how a user should be offboarded and de-provisioned.

In the Quick Add Group, you choose the CFT to use and select the Subscriber Offboarding checkbox. The CFT is customized to run the offboarding workflow. When running user offboard for Microsoft you can choose a Quick Add Group flagged for offboarding, and the CFT referenced in this Quick Add Group runs the offboarding workflow.

If you don't select an offboarding Quick Add Group, the system default offboarding behavior applies.

Workflow when offboarding a Microsoft user

The offboard user workflow for a Microsoft user is as follows:

• The number assigned to the user in Microsoft Teams is removed and Enterprise Voice is disabled.

  Any other setting defined in the Teams configuration template (CFT) in the Quick Add Group, such as policies, are applied.

• The number is released in the Automate number inventory, and is either made available or placed into cooling, depending on your setup.

• M365 user (Msoluser) is updated based on configuration:

  Licenses

  (Default) Remove licenses The default behavior is that all licenses are removed from the user. The LicenseAssignment permission is required in the system. If this permission is unavailable, the transaction ignores the error from Microsoft and continues to execute but leaves the licenses unchanged. (Recommended) Leave licenses as is You'll need to configure Automate to leave the licenses unchanged if you don't wish to manage licenses. See the note below. It is recommended that you configure this behavior rather than relying on the default behavior (Remove licenses).

  Remove from group(s)

  This behavior is based on the Remove Groups configuration template included in the Quick Add Group.

• Move the user and related Microsoft service records (Msoluser, Csonlineuser, Exchange, etc.) back to the tenant level in the hierarchy (typically, customer).

  The user's role is also updated to a Self-service role at that level in the hierarchy. The user is then ready for onboarding again if needed (for example, in another site).

Common offboarding scenarios and setup for a Microsoft user

The table describes example common offboarding scenarios and the setup required when using Offboard user (Webex or Microsoft) for a Microsoft user:

Allow a Microsoft user to retain their licenses during user offboarding

This procedure configures Automate to leave a Microsoft user's licenses in place when running offboard user.

In this case, the default ProviderAdmin role (or any cloned role with similar access) will need to clone the MicrosoftSubscriberMsolUser_Update CFT to the customer hierarchy, and without making any changes to this CFT, just click Save.

Configure the following in Automate:

• Use the MicrosoftSubscriberMsolUser_Update configuration template (CFT) to configure license handling.
• By default, Automate attempts to remove all licenses assigned to the user. To change this behavior, clone the MicrosoftSubscriberMsolUser_Update CFT to a lower level in the hierarchy (the hierarchy where you want to change the default behavior). For example:

• Clone the CFT to Provider level if you want to apply it everywhere
• Clone the CFT to a particular Customer level (if it's customer-specific)

• After cloning the CFT, the licenses array in the CFT should be blank. If it's not blank for some reason, clear the licenses array in the cloned CFT before saving it.
• To change back to the default behavior to clear the licenses, you can delete the cloned CFT to return to the sys level instance of the CFT.

Microsoft user updates when offboarding

With regard to user updates in terms of usage location and licenses when offboarding, similar to onboarding, the LicenseAssignment permission is required to update the Usage Location and License fields via the Microsoft User Details page.

If permissions aren't granted and you're using direct licenses, it is recommended that you adjust your field display policy (FDP) for relation/MicrosoftSubscriber to make the Usage Location and License fields read-only for clarity to administrators.

Offboard user (Webex or Microsoft)

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Offboard a Microsoft or Webex user

This procedure offboards a user provisioned with the Microsoft Teams or Webex service and moves the user from the site to the customer level.

1. In the Admin Portal, go to Webex User Services or Microsoft User Services.

2. Click Offboard User.

3. Select the username.

4. Optionally, at Offboarding Quick Add Group, select a Quick Add Group, or leave the field blank to apply the system default behavior.

   Note

   Quick add groups in the drop-down are enabled for user offboarding.

   If you don't see the Offboarding Quick Add Group drop-down on this form, it's hidden via the field display policy (FDP), which means that the system default behavior applies when offboarding users. The system default for offboarding is to remove the user's licenses and services.

   If you wish to customize how and whether licenses, and/or lines, and/or or services are removed when offboarding, you can set up this behavior in a custom configuration template (CFT), and associate it to a Quick Add Group used for offboarding to define how users are to be offboarded and de-provisioned.

5. Optionally, if the user has the read-only Webex Teams Provisioned checkbox enabled (indicating the user has Webex services), you can choose to select Remove Webex User if permitted to remove the user during offboarding.

6. Click Save.

   The user is moved to the sync source hierarchy, (typically, customer). For a Webex user, this includes moving the Contact Center and or Wholesale user (if these exist). If you've chosen to remove the Webex user, the user is removed from the system.

7. Verify that the user is de-provisioned and offboarded as defined via the configuration template in the Quick Add Group you chose, either a customized offboarding Quick Add Group, or the system default behavior.

   The system default behavior for user offboarding removes the user's licenses and services:

   Important

   The offboard user transaction for a Microsoft user requires a sync with the Microsoft Cloud and relies on waiting for incoming new data from Microsoft. For this reason, you may expect some delay (between 30 and 60 seconds), before the user's new status (unlicensed and/or services removed) displays in Automate. For example, the user may still appear as licensed in Automate, and values such as PhoneSystem may still display as an assigned service in the Automate cache, even though the user is unlicensed and services are removed.

Related topics

• Quick Add Groups
• Offboarding (Microsoft)

Expose custom string fields on Offboard User

This procedure exposes custom string fields on the Offboard User page (view/SubscriberQos), providing flexibility for adding additional details for a user, if required to set specific values that for can example trigger workflows during off-boarding.

1. Log in to the Admin Portal as Provider admin or higher.

2. Create or update the Customers data model field display policy:

   • Go to Field Display Policies, and locate the entry for target model type view/SubscriberQos.

   • Click on the default field display policy (FDP) for the model (the FDP named default).

   • Clone (copy) the default FDP for the model, and give the clone a new name.

     Note

     You can't modify default FDPs that ship with the system. This allows you to refer to or revert to a system default at any time, if required.

   • Modify the new FDP (the clone).

     Note

     You can add a new group of fields containing only the new custom fields, or add fields to existing field groups.

   • Save your changes.

3. Update the dashboard (Automate Dashboards) or menu layout (Menu Layouts) to apply the FDP, and save your changes.

4. Log out, then log in again as Provider admin.

   Role-based access profile changes refresh so that you can view the updated menu layouts and FDPs you applied, including new custom fields.

Model Details: view/MicrosoftSubscriberQos