Summary
This guide explains how to access, create, and customize the Assigned Licenses Report, including template configuration, generation options, and practical use cases for monitoring license distribution and subscription details over a selected time period.
Introduction
The Assigned Licenses Report provides details of account subscription per license on a selected time period. The report can be filtered by specific subscription(s) and date range for license assignments. Whether you need to track license usage, monitor subscription expirations, or audit license assignments, this report delivers the data you need. For a complete overview of the Reports section, refer to Reports: An Overview of the Reports Section in LMS.
Steps to Follow
How to Create a Custom Assigned Licenses Report Template
The Report Generation tab contains predefined templates that come with your KnowledgeCity LMS, along with any custom templates you have previously created. If the default Assigned Licenses template meets your needs, you can run it directly. To create a new custom template with specific fields and settings, follow the steps below.
Navigate to Reports > New Report Template.
From the Report type dropdown, select Assigned Licenses Report.
When you select Assigned Licenses as the report type, the system automatically populates default fields, along with default template name, language, description, and title style, all of which you can customize to suit your needs.
Configure your template:
Field | Description |
|---|---|
Template name | Specify a unique name (e.g., "Q1 License Distribution Report") |
Template language | Select the preferred language for report output |
Description | Provide a brief description (up to 500 characters) to clarify the report's purpose |
Title style | Format the report title using bold, italic, underline, font size, alignment, and title text and background color options |
Include portal logo | Toggle to add your portal logo to the report output |
Default Fields in This Report
Date of Birth: The user's birth date.
License Status: Current status of the license (Activated, Assigned, Expired, etc.).
License assigned date: Date when the license was assigned to the user.
License Activation Date: Date when the license became active.
Subscription name: Name of the subscription associated with the user's license.
License ID: System generated unique identifier for the user's assigned license.
Expiration Date: Date when the user's license will expire and access will be revoked.
End Date: End date of the subscription or license validity.
You can modify these defaults or add additional fields to tailor the report to your requirements. For detailed descriptions of all available fields, refer to Report Fields: A Complete Reference Guide for All Reports.
Customize columns using the rows adjustment section:
Click Add column to include additional fields.
Drag and drop columns to reorder if required.
Click the Edit button on any column to format, style, or add conditional rules.
Click the Delete button to remove columns.
For detailed instructions on managing columns, refer to Report Templates: How to Manage Columns with Rows Adjustment and Formatting.
Click Save template.
How to Generate the Assigned Licenses Report
Navigate to Reports > Report Generation.
Locate your newly created Assigned Licenses report template.
Click Run report.
The Run report button opens a configuration window where you can set the following parameters before generating the report:
Option | Description |
|---|---|
Time Zone | Choose the time zone for date calculations |
Subscription | Select All Subscriptions or a specific subscription to report on |
Date start / Date end | Set the reporting period for license assignments |
Click Create and proceed to the Reports tab, locate your report on the top of the list and click the Download button to export.
Example Use Cases
Monitor license usage: Generate a report for a specific subscription to see which users have been assigned licenses, their activation status, and assignment dates. Use this to track license utilization across your organization.
Track upcoming expirations: Review the Expiration Date column to identify licenses that are about to expire. This helps with proactive license renewal planning.
Audit license assignments for compliance: Generate a report with date range filters to see all licenses assigned during a specific period. Use this for compliance auditing or budget reporting.
Conclusion
You have successfully learned how to generate and customize the Assigned Licenses Report. This report provides detailed information about license distribution and subscription details over a selected time period, including license status, assignment dates, activation dates, and expiration information. By creating custom templates with the fields that matter most, you can efficiently monitor license usage, track expirations, and audit license assignments.