Microsoft WorkSpace Step by Step Guide January 2017

Introduction The WorkSpace is a new web application and analysis program designed to help bridge the gap between the technical part of running an engagement and understanding the customer’s licensing footprint. The steps outlined in this guide will lead you through the steps a Partner User would take to create an Established Deployment Position report. Follow the instructions in the arrows to find your way through this new process.

Sign in page

Microsoft account access page Click “Yes” This page is to allow the WorkSpace to store the email address used to login to the site in the future.

EULA (partner admin) Check the box Click “Register” If you are a WorkSpace Partner Admin, and this is your first time signing in, you will be presented with a EULA. This is for WorkSpace.

WorkSpace landing page (partner user) Click “Manage Engagements” tile This is the landing page once you have signed into the WorkSpace. At any point, click the “WorkSpace” text in the header to be brought back to this page. Click the “Manage Engagements” tile to get started on an Engagement.

WorkSpace landing page (partner admin) Click “Manage Engagements” tile This is the landing page once you have signed into the WorkSpace. At any point, click the “WorkSpace” text in the header to be brought back to this page. The first tile, “Manage Partner Organizations”, will be covered at the end of this presentation. For now, click the “Manage Engagements” tile to get started on an Engagement.

Engagement dashboard Click the caret near an Engagement with the Status “Not Started” 2. Click “Manage Engagement To get started, pick an engagement that has the status “Not Started”. Pick it by clicking the drop down arrow to the right of the engagement name, and then click “Manage Engagement”.

Engagement chevron steps Click “STEP 1 PRE-PROCESSING (PP)” These are the steps available in the WorkSpace. Step 1, Pre-Processing: This step will take you to the Step 1 Site which provides you with the tools to generate a partial CIDC. There are other toolsets in development for CIDC creation, and there is also the option of manually creating the CIDC. If choosing manual, click on Step 2 to download the CIDC template. Step 2, Established Deployment Position: This is where the encrypted CIDC is uploaded and EDP generated. The Analyzer is also available here. Step 3, Effective License Position: This is where ELP report is generated.

Step 1: Pre-processing Click “Continue” After clicking Step 1, a warning will pop up to tell you that you navigating to the WorkSpace Step 1 process. Separate authentication is required.

Step 1: Introduction NOTE: A step by step guide outlining Step 1 details can be found on the Step 1 Site under the “Learn More” tile.

Steps 2 – Uploading a CIDC Click the caret near an Engagement with the Status “Step 1: Pre-Processing” 2. Click “Manage Engagement After visiting the Step 1 site and completing actions within the WorkSpace Companion app, your engagement is now ready for step 2. Return to the Workspace Site (https://www.msworkspace.com). Navigate to your engagement and click “Manage Engagement” to get to access Step 2.

Engagement chevron steps Click “STEP 2 ESTABLISHED DEPLOYMENT POSITION (EDP)” Going back to the WorkSpace Engagement chevron, the next step in the process is to download the WorkSpace Encryption app to encrypt your CIDC before uploading the CIDC to Step 2. Click on the second chevron to begin.

Step 2: Established Deployment Position (EDP) – Manage CIDC Click “Upload” Back in the WorkSpace, Step 2, under your engagement, click the “Upload” button to select your encrypted CIDC.

Step 2: Established Deployment Position (EDP) – Upload CIDC 1. Click “Browse…” and select the file 2. Click “Upload CIDC” If a CIDC file has already been uploaded you will not be asked to set a password for the engagement.

Step 2: Established Deployment Position (EDP) – Manage CIDC The status will auto-refresh Once uploaded, the Status will update as the CIDC is processed.

Step 2: Established Deployment Position (EDP) – Manage CIDC Click “Download Error Report” If your CIDC fails to match with the accepted data values, data types, or other inconsistencies, the CIDC will show a status of “Validation Failed”. Click the caret next to the status to download the Error Report. Note, however, that any changes made to an encrypted CIDC will void the encryption token. You must change the original, unencrypted CIDC and run that CIDC through the Encryption app before uploading again for validation. Check the footer link, “Product & Program Definitions”, for acceptable CIDC values.

Step 2: Established Deployment Position (EDP) – Manage CIDC Click “MANAGE EDP DATA” Click the “MANAGE EDP DATA” tab to see EDP reports created from your CIDCs.

Step 2: Established Deployment Position (EDP) – Manage EDP Click the caret near the EDP Report name and click “Download EDP Report” Click the caret next to the EDP report you wish to review, and select “Download EDP Report” to download the report.

Step 2: Established Deployment Position (EDP) – Manage EDP Select a language and click “Download”. Select a language and click “Download” to get the encrypted EDP. You will need to decrypt using the Encryption app.

Step 2: Established Deployment Position (EDP) – Decrypt EDP Open the file and enter the engagement password. If you have password protected your engagement, the downloaded EDP report is protected with the password set for this engagement. It will not be able to be opened without entering the correct password for the engagement.

Step 2: Established Deployment Position (EDP) – Decrypt EDP Within Excel select File > Protect Workbook > Encrypt with Password. Delete the password shown and save file Before the PII fields within the report can be decrypted using the WorkSpace Encryption App (or consumed by any downstream system CHIP, etc.) the password protection must be removed from the Excel report.

Step 2: Established Deployment Position (EDP) – Decrypt EDP Browse to EDP file Once the password protection has been removed from the EDP report. Return to the WorkSpace Companion app, click step 6 and Decrypt the EDP file you would like to view.

Step 2: Established Deployment Position (EDP) Click “Step 3 – ELP” Now you can navigate to Step 3 to generate ELP. Click the third chevron to begin your final step.

Step 3: Effective License Position (ELP) Click “Upload” The Initial MLS uploaded during the engagement creation will be preloaded in Step 3. Step 3 – Effective license Position To generate an ELP you must first upload an MLS. Click “Upload” to select an MLS or Other Data spreadsheet. You can upload an MLS Report even before uploading a CIDC. In Step 3 the Initial MLS (MLS uploaded during the engagement creation) will be preloaded for all SAM type engagements.

Step 3: Effective License Position (ELP) 1. Select the file type 2. Click “Browse” 3. Click “Upload” In the pop up, select the file type you would like to upload, the button “Browse” to select your file, and “Upload” to upload entitlement information to be used in the generation of an ELP.

Step 3: Effective License Position (ELP) – Generate ELP 1. Click “Generate ELP” Once the appropriate files have been uploaded and you wish to generate an ELP, click on the Generate ELP button.

Step 3: Effective License Position (ELP) – Generate ELP 2. Choose whether System Generated License Allocations (SGLA) will be applied during the creation of the ELP. 1. Select Entitlement information. 3. Click Generate ELP. Select the MLS and Other Data spreadsheet from the dropdowns that you would like to use to generate your ELP. The latest file upload for each type will be selected by default. To generate an ELP an MLS must be available, the Other Data is optional. By default SGLA rules will be applied when generating your ELP. By unchecking this box, these rules are removed from the calculation of the ELP.

Step 3: Effective License Position (ELP) – Generate ELP 1. New ELP Generating After selecting the appropriate entitlement information and clicking Generate ELP a new ELP created.

Step 3: Effective License Position (ELP) – Download ELP Select “Download” To download a copy of your ELP, Select “Download”, then select a language for the report in the pop up, and click “Download”.

Step 3: Effective License Position (ELP) – Adjust ELP Select “Make Adjustment” After viewing the generated ELP - If you would need to make adjustments to your ELP you have two options. Uploading a new Other Data and generating a new ELP, or making adjustments directly to the ELP by clicking on the “Make Adjustments” link.

Step 3: Effective License Position (ELP) – Adjust ELP The following adjustments can be made on the Manual Adjustment screen: Total Software Entitlements, Total Software Deployments, Manual Allocation Adjustments, Notes, Add Product **Note: All adjustments can still be made using the Other Data spreadsheet. No change has been made to the functionality available in the other Data spreadsheet.

Step 3: Effective License Position (ELP) – Adjust ELP The following adjustments can be made on the Manual Adjustment screen: Total Software Entitlements, Total Software Deployments, Manual Allocation Adjustments, Notes, Add Product **Note: All adjustments can still be made using the Other Data spreadsheet. No change has been made to the functionality available in the other Data spreadsheet.

Step 3: Effective License Position (ELP) – Adjust ELP The following adjustments can be made on the Manual Adjustment screen: Total Software Entitlements, Total Software Deployments, Manual Allocation Adjustments, Notes, Add Product **Note: All adjustments can still be made using the Other Data spreadsheet. No change has been made to the functionality available in the other Data spreadsheet.

Step 3: Effective License Position (ELP) – Finalize ELP Select “Finalize” Once you have reviewed the ELP Report with your customer and have agreed to the report details, choose “Finalize” to complete the engagement in the WorkSpace. **An ELP generated from the initial MLS cannot be finalized unless the date the ELP is finalized is no more than 60 days after the engagement’s POE date. For engagements where the finalized ELP date is more than 60 days from the POE date, the MLS used must have a calculation date that is more recent than the “Initial MLS” calculation date. This is to ensure the most up to date set of licensing information is used in the creation of the finalized ELP.

Manage Partner Org (partner admin) The final slides only apply to Partner Administrators, and the steps outlined will show how to invite Partner Users to a Partner Organization. Click to go to the next slide

WorkSpace landing page (Partner Admin) Click “Manage Partner Organizations” tile

Partner organization dashboard Click the caret next to the Partner Organization Name

User management Click “Edit”

Invite users Click “Users”

Invite users 2. Click “Users” 1. Review current partner admins

Invite users 2. Click “Invite” 1. Review current partner users

Invite users Enter the first name Enter the last name Enter a Microsoft Account Select a user role Click “Send Invitation”

Thank you! APExWSSupport@microsoft.com