Archiving License Change Logs (LCLs) in Work 365

Applies to: Work 365, Dynamics 365
Audience: Administrators, Billing Teams

Overview

In Work 365, License Change Logs (LCLs) track modifications to subscriptions, such as quantity changes or pricing adjustments. These logs are essential for:

✔ Accurate invoicing
✔ Audit trail maintenance

Important:
LCL records should never be deleted or deactivated to preserve data integrity. Instead, archiving outdated or uninvoiced LCLs is the recommended approach to keep historical records while ensuring efficient system performance.

Archiving License Change Logs

✅ Archiving LCLs updates their status to inactive while keeping them accessible for historical reference.
✅ This process can be performed in bulk or individually, depending on business needs.

1. Bulk Archiving via Work 365 Manager Dashboard

Step 1: Access Uninvoiced License Change Logs

✅ Navigate to the Work 365 Manager Dashboard.
✅ Locate the "Uninvoiced License Change Logs" section.
✅ Click on "See All Records" to view the complete list.

Step 2: Select Records for Archiving

✅ From the list, select the LCL records you intend to archive.
✅ To select multiple records, use the checkboxes adjacent to each entry.

Step 3: Edit and Archive Selected Records

✅ Click on the "Edit" button to modify the selected records.
✅ Expand the header section.
✅ Set the "Status Reason" field to "Archived".
✅ Click "Change" to apply the update to all selected records.

This method efficiently archives multiple LCLs, streamlining the management of outdated logs.

2. Archiving LCLs on a Specific Subscription

Step 1: Navigate to the Subscription

✅ Go to:
Work 365 > Subscription Management > Subscriptions
✅ Open the subscription record containing the LCLs you wish to archive.

Step 2: Access License Change Logs

✅ Within the subscription record, click on the "License Change Logs" tab.

Step 3: Select and Edit the Desired Log

✅ Choose the specific LCL record to archive.
✅ Click "Edit" to open the record.

Step 4: Update Status to Archived

✅ In the record, set the "Status Reason" to "Archived".
✅ Click Save to update the log’s status.

This method allows for precise archiving of LCLs on a per-subscription basis.

3. Archiving Individual License Change Logs

Step 1: Locate the License Change Log

✅ Navigate to:
Work 365 > Subscription Management > License Change Logs
✅ Browse or search for the specific LCL record you intend to archive.

Step 2: Edit the License Change Log

✅ Open the LCL record by clicking on its name.
✅ Click "Edit" to enable modifications.

Step 3: Set Status to Archived

✅ Change the "Status Reason" to "Archived".
✅ Click Save to apply the update.

This method is suitable for archiving individual LCLs that require separate handling.

Important Considerations

Avoid Deletion or Deactivation
✔ Deleting or deactivating LCLs can affect invoicing accuracy and disrupt subscription history.
✔ Archiving preserves the data while marking it as inactive.

Regular Maintenance
✔ Periodically review and archive outdated or uninvoiced LCLs to maintain an organized and efficient system.

Data Integrity
✔ Ensure that archiving actions are performed by authorized personnel to prevent unauthorized modifications.

Additional Resources

? License Change Logs Documentation
? Work 365 Manager Dashboard Overview

Conclusion

By following these steps, you can effectively manage License Change Logs in Work 365, ensuring:

✔ Accurate invoicing
✔ Comprehensive audit trail maintenance
✔ Data integrity preservation