Microsoft WorkSpace Step by Step Guide January 2015

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 green arrows to find your way through this new process. Analyzer 2 EDP Creation 3 ELP Creation 1 Pre-Processing: CIDC Creation WorkSpace Azure User web browser Upload raw inventory Download CIDC Upload CIDC with no PII Download EDP with no PII Upload MLS/other Download ELP Mark EDP as final Mark ELP as final Validate & clean Validate, consolidate & report Validate & report Iterate until final PII Encryption

Sign in page Sign into the WorkSpace

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 Steps 2 – 3. Step 1 can be handled in a few ways, one of which is linked in the WorkSpace Engagement chevrons to a 3rd party site.

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 dashboard Enter the customer information Answer survey questions Click “Save & Continue” The first time any user selects “Manage Engagement” for a particular engagement, a CPE Survey is required. There is one survey per engagement. Complete the questions and click “Save & Continue” to get to the Engagement steps.

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 a 3rd party site to create a 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 EDP report is generated, and is not available until an EDP report is finalized.

Step 1: Pre-processing Click “Continue” After clicking Step 1, a warning will pop up to tell you that you are leaving a Microsoft site. No data will be passed between the sites.

Step 1: Sign in Click “Sign in” This page is a third party toolset to help you complete step 1 of the WorkSpace. Click Sign in to sign in or sign up. Until sign in, only the Learn tile is available.

Step 1: Sign in Click “Microsoft” Click Microsoft to login. You will need to use a Microsoft Account.

Step 1: Sign in Enter a contact email, check the box, and click “Register” This page is to allow WorkSpace– Step 1 to send notifications to an appropriate corporate email. There is also a checkbox for accepting this site’s EULA.

Step 1: Sign in complete Click “Learn” Note that all the tiles are now in color, and can be clicked now that you have signed in.

Step 1: Learn Click “Download Toolkit” Note that all the tiles are now in color, and can be clicked now that you have signed in.

Step 1: WorkSpace Discovery Tool Click “Run anyway” Run the set up file. Click “Run anyway” to any error that may come up.

Step 1: WorkSpace Discovery Tool Once you have downloaded, installed, and opened the WorkSpace Discovery Toolkit, you should arrive here: at the Start Here page in the Toolkit. The toolkit connects to various inventory tools and extracts data from them. The toolkit outputs different types of XML files, all referred to as ‘artifacts.’ The Inviso Step 1 site is designed to process all the different artifacts this tool outputs. Click “Inventory Tool Connector”

Step 1: WorkSpace Discovery Tool – MAP Toolkit Here, we’re going to connect the WorkSpace Discovery Toolkit to a MAP database in order to generate an artifact. Input the name of the server Input the name of the database within the MAP tool that you wish to query. You can Test the Connection before attempting to run the query. If you want to view the query before you run it, you can take a look at it in this query viewer section. After successfully generating an artifact, you can view it here by opening the output folder. This .xml file is what you will want to upload to the Step 1 site for processing. Click “System Center Configuration Manager Data”

Step 1: WorkSpace Discovery Tool - SCCM Here, we’re going to connect the WorkSpace Discovery Toolkit to a SCCM database in order to generate an artifact. Input the name of the server Input the name of the database within the SCCM tool that you wish to query. You can Test the Connection before attempting to run the query. If you want to view the query before you run it, you can take a look at it in this query viewer section. After successfully generating an artifact, you can view it here by opening the output folder. This .xml file is what you will want to upload to the Step 1 site for processing. Click “Custom Inventory”

Step 1: WorkSpace Discovery Tool – Active Directory You can also use the WorkSpace Discovery Tool to query custom inventories of Active Directory. Click “VMware vCenter Data”

Step 1: WorkSpace Discovery Tool – VMware vCenter You can also use the WorkSpace Discovery Tool to query custom inventories of VMware vCenter data. Close the window when inventory is complete

Step 1: Sign in complete Click “Upload” You can now upload the artifacts you created. To begin, click on the “Upload” tile. Note: that all the tiles are now in color, and can be clicked now that you have signed in.

Step 1: Upload Click “See/Add Artifacts” Click “See/Add Artifacts” to upload artifacts, or see those already uploaded.

Step 1: Upload artifact 1. Give a name to the artifact 2. Click “Browse” and select the file 3. Click “Upload” If you come to this page right away, there are no current artifacts. Follow the steps to upload one.

Step 1: Report Click “Report” When the artifact status indicates ‘Succeeded’ data is ready to go, and you are ready to create a job that will create a CIDC. Click “Report” to do so.

Step 1: Create a New Job Click “Create a New Job” To create a CIDC out of the artifacts you just uploaded begin by clicking “Create a New Job”. Note: the create a new job button will only appear once you have uploaded at least on artifact.

Step 1: Create a New Job Name New Job Pick Artifacts For Job Create New Job

Step 1: Report create download job Click “Download CIDC Report” and return to the WorkSpace Jobs run on the artifacts you select and create reports. Click “Download CIDC report” to see the merger artifacts into the Clean Inventory Data contract.

Options and PII Encryption * CIDC creation may be performed independently. Optional semi-automated processing in Step 1 is offered by Inviso at no charge. Microsoft receives no information in Step 1. Once a CIDC is ready, it will need to be run through an encryption app before being uploaded into the WorkSpace. The app will be available in the public Windows app store, with a link to the app in Step 2. Windows 8.1 is required to install and run the app. CIDCs submitted not using the encryption process will not pass validation.

Engagement dashboard Click the caret near an Engagement with the Status “Step 1: Pre-Processing” 2. Click “Manage Engagement After visiting the Step 1 site, your engagement is now in the “Step 1: Pre-Processing” status. Click “Manage Engagement” to get to the Engagement chevrons 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 “Data Encryption App” Select the link “Data Encryption App” to install the WorkSpace Encryption app. Once installed, launch the application.

Step 2: Established Deployment Position (EDP) – Encrypt CIDC Click to minimize The first time the app is launched, there is a Welcome screen fly out. This text includes the instructions for using the app. Click the “<<“ to close the fly out. Once closed, the app will launch with the page minimized until “>>” is clicked to expand the fly out.

Step 2: Established Deployment Position (EDP) – Encrypt CIDC Click to browse for your CIDC. Select a CIDC to encrypt by clicking the “Browse” button under the Encryption tile section.

Step 2: Established Deployment Position (EDP) – Encrypt CIDC Click “Open” after selecting the CIDC Browse to the CIDC created in the Step 1 site and click the “Open” button.

Step 2: Established Deployment Position (EDP) – Encrypt CIDC Click “Encrypt” after entering and re-entering a password Decide on a password that meets the complexity requirements, re-enter it, and click “Encrypt”. This will start the Encryption process. Note: The password will not be stored anywhere. You must remember the password or store it yourself. There is no limitation to using the same password on other CIDCs.

Step 2: Established Deployment Position (EDP)- Encrypt CIDC Click “Save” after browsing to the folder Browse to the folder where the Encrypted CIDC will be stored for you to upload later and click “Save”.

Step 2: Established Deployment Position (EDP) – Encrypt CIDC See recently encrypted CIDCs and their locations on your computer in “Encryption History” Click “Upload the CIDC file >” to create an EDP in the WorkSpace After encryption, your CIDC is ready for upload to the Microsoft WorkSpace site. Click the hyperlink “Upload the CIDC file >” to return to the WorkSpace.

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”

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 decrypt using the Encryption app.

Step 2: Established Deployment Position (EDP) – Decrypt EDP Click the “Browse” button to select an EDP report to decrypt After opening the WorkSpace Encryption app, click the “Browse” button under the Decryption tile section to select an EDP report to decrypt.

Step 2: Established Deployment Position (EDP) - Decrypt EDP Select an EDP report and click the “Open” button Browse to the folder where the Encrypted EDP is stored and click “Open”.

Step 2: Established Deployment Position (EDP) – Decrypt EDP Enter the password and click “Confirm” Enter the same password used to encrypt the corresponding CIDC that was used to generate the EDP Report in order to decrypt the EDP. The application is not able to validate what is the correct password as it is not stored in the system. Any password entered will result in the application trying to decrypt the file.

Step 2: Established Deployment Position (EDP) – Decrypt EDP Select a folder for the EDP report and click the “Save” button Browse to the folder where the Decrypted EDP will be stored and click “Open”.

Step 2: Established Deployment Position (EDP) – Decrypt EDP The “Decryption History” tile now shows the EDP report you have decrypted and its location on your computer. You can review all the details of the EDP with your customer and obtain their agreement before going into the WorkSpace – Step 2 chevron and finalizing the EDP report.

Step 2: Established Deployment Position (EDP) – Finalize EDP Click the caret near the EDP Report name and click “Finalize Report” Back in the WorkSpace– Step 2 page for your engagement, click the caret next to the corresponding EDP report you and your customer consider “final”, and select “Finalize Report” to complete Step 2 – EDP.

Step 2: Established Deployment Position (EDP) – Finalize EDP Check the box and click “Finalize” Finalizing an EDP cannot be undone. If changes must be made, a Microsoft user will have to create a new engagement.

Step 2: Established Deployment Position (EDP) – Analyzer Download the Analyzer to upload decrypted EDPs. The Analyzer can be used to provide analysis. Download it and the Analyzer User Guide to run through the steps for analyzing your decrypted EDP reports.

Step 2: Established Deployment Position (EDP) – Finalize EDP Click “Step 3 – ELP” Once you have finalized an EDP Report, you are able to continue to Step 3 – ELP. Click the third chevron to begin your final step.

Step 3: Effective License Position (EDP) – Manage MLS Click “Upload” Step 3 – ELP is similar to the Step 2 – EDP as far as look and feel. To get to an ELP, you must first upload an MLS. Click “Upload” to select an MLS report.

Step 3: Effective License Position (EDP) – Manage MLS 1. Click “Browse” 2. Click “Upload MLS” Use the pop up button “Browse” to select your MLS, and “Upload MLS” to upload the MLS.

Step 3: Effective License Position (EDP) – Manage MLS 1. Click “MANAGE OTHER DATA” 2. Click “MANAGE ELP” To append the MLS with other license data not captured in an MLS, click on the “MANAGE OTHER DATA” tab. If there is no more additional license data, click on the “MANAGE ELP” tab.

Step 3: Effective License Position (EDP) – Manage Other Data 1. Select “Download Other Data Template” 2. Click “Upload” To get started adding other data, click the “Download Other Data Template” link to create an “Other Data Report”. Once the report is ready, click the “Upload” button.

Step 3: Effective License Position (EDP) – Manage Other Data 2. Click “Upload Other Data” 1. Click “Browse” Use the pop up button “Browse” to select your Other Data report, and “Upload Other Data” to upload the Other Data report.

Step 3: Effective License Position (EDP) – Manage Other Data Select “MANAGE ELP” Once passed validation, the Other Data report will generate a new ELP. If additional Other Data reports are uploaded, the most recent will auto-generate another ELP. You cannot create an ELP with only an Other Data report. You must also upload an MLS. Once all license information is included in your latest upload, click the “MANAGE ELP” tab.

Step 3: Effective License Position (EDP) – Manage ELP 2. Select “Finalize ELP Report” 1. Select “Download ELP Report” On the “MANAGE ELP” tab, you can download ELP reports. Note that there are two reports, the first based off of the MLS upload, and the second which incorporated the Other Data Report and the MLS. Once you have reviewed the ELP Report with your customer and have agreed to the report details, choose “Finalize ELP Report” to complete the engagement in the WorkSpace.

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! sampwsupport@microsoft.com