Administrator Guide

Backs a charge out of the ledger and, if you choose, bills a different account and fiscal officer instead. Use it when a license was charged to the wrong account. The license itself doesn't move; only the billing does.

When to use: a billed license was charged to the wrong department, or a charge needs to be undone.

1. Open the record and click 🔄 Rebill in the Action window.
2. To simply undo the charge, leave the account as it is. To move it, type the correct account: the fiscal officer, FreeSoft eligibility, and any reusable spare license appear as you type.
3. Choose the bill timing (this cycle, or defer to next year), enter a reason, and click Reverse & re-bill (or Reverse charge if the account stays the same).

Three ways to put money or a seat back. Pick by what should happen to the license afterward.

💸 Refund

Money back, and the seat is released. The record becomes Removed, the vendor seat comes off, and the fiscal officer gets a courtesy email. No approval needed. If the license is needed again, place a new order.

↩️ Issue credit

Money back on a charged license that's already revoked. The seat stays as a spare for the account.

♻️ Un-remove

Brings back a paid license that was removed by mistake. It returns as a spare (Revoke) with its billing stamp.

Where: all three are buttons in the Action window. Refund and Issue credit show only on a record with a real charge that hasn't already been credited, and only while you're viewing as yourself.

The one place to work a service-billing run, and to check that what KFS billed matches License Commander. Open it from the Command Center.

When to use: the monthly service billing, the June and August annual renewals, and any time you want to know what's coming to bill.

1. Start on the Ledger tab (it opens first): a live register of what the next run will bill, the refunds queued against it, and orders still waiting for approval ("on deck").
2. On the Run tab, click Dry run first. It shows and downloads exactly what you'll hand the Business Office, and freezes nothing.
3. Click Generate everything & freeze. The records in the run are frozen until you release it.
4. Work each KFS document card in order: download it, submit it to KFS, enter the document number, then Stamp. A stamp can be undone.
5. When every document is stamped, click Release & unfreeze. The release shows anything that changed while the run was frozen.
6. On the KFS tab, use KFS Pull to capture the posted documents, so the Bursar can reconcile them line by line.

Exports a KFS-format Service Billing file for Microsoft CASA or Adobe, or a plain license list. The Bursar's Run tab now builds the official hand-off and freezes the records; this export is handy for a quick list or a cross-check.

1. Click Download CSV to open the export menu.
2. Pick Standard for a plain license list, or pick the product (Microsoft CASA or Adobe) for a Service Billing file.
3. Choose a scope: Other Units (recharge departments), OIT Internal, or Everything. Only Other Units asks which fiscal year; the other two include every year.
4. You receive two files: the account lines to upload, and a source file to verify against.

A guided, one-batch-at-a-time way to enter KFS document numbers for a big recharge: download a batch, upload it to KFS, flag any rejects, then record the document number to stamp the rest. The next batch stays locked until the current one is committed.

Good to know: the Bursar's Run tab does the same job for monthly and annual runs and is now the main place to work a run. The portal is still available.

1. Open the View menu and choose Multi-Batch Recharge, or open it from the Command Center.
2. Work each batch in order: download, upload to KFS, flag rejects, then enter the returned document number.

Every morning License Commander checks that each approved, active Microsoft and Adobe seat is really in its vendor group, and fixes the ones that aren't. It catches the quiet failure where an order reads Approved but the seat never landed.

What you'll see: fixed seats and anything it couldn't fix are posted to Sick Bay and the notification bell.

License Commander won't take away access someone is still paying for. These checks run inside every transfer, revocation, deleted order, and new seat.

Removes people who no longer qualify from their vendor entitlement group (Adobe, Microsoft, or Canva) for licenses marked Revoke. Built with several safety checks so it never strips an active, paid, or falsely revoked user.

When to use: reclaiming access after a batch of revocations.

1. Turn on bulk mode and open the Guided Operations window.
2. Switch the operation toggle from Billing to 🗑️ Deprovision and choose the vendor and unit.
3. Run a preview first. It reports who would be removed, who's being held back, and why.
4. To go live, submit for approval. A Super Admin confirms, and a short countdown runs before it executes.

Re-adds people who were removed in a deprovision job. It's the mirror image of the sweep, with its own approval step.

When to use: a removal turns out to have caught someone it shouldn't have.

1. Open Change History and find the deprovision job.
2. Choose restore to open the Restore window and submit.
3. A Super Admin approves (or, if you are one, you can approve on the spot), and access is re-added.

Adds or removes Adobe access directly, for one person or a list, without placing an order. It's meant for OIT licensing admins, campus Adobe Workfront admins, and UCI Health CSCs.

1. Click AntSoft Manager API in the header.
2. Choose one person or a list, pick Add or Remove, and choose the product (Acrobat Pro, Creative Cloud Pro, Express Premium, or Workfront).
3. Submit. The completion email names who ran it.

Three times a year (January 20, April 20 and October 20, about three weeks into each quarter), a report emails the licensing administrator a list of students who still hold a license their department bought but are no longer enrolled or employed.

What to do: it's report-only and changes nothing. Review the list. The rule for these seats: they go back to the department as a paid spare (Revoke), with no refund.

Processes pending orders: the requests waiting for a fiscal officer's decision before anything is billed.

When to use: clearing the open-order queue.

1. Open a pending order to see the Action window.
2. Choose Approve, Disapprove (a reason is required), or Reassign to a different fiscal officer.
3. If someone else should approve, choose 🤝 Delegate and pick the person. They get an email with a link that opens the order.

Orders the same software for a list of people from one CSV file, without flooding anyone's inbox.

1. In the new order window, click ↑ CSV next to Order For. A short guide explains the file first.
2. Name the file for the software (for example Creative Cloud Pro.csv), start it with a header row (UCInetID, or uid), and put one person per row.
3. Type one account on the form for everyone, or add account, project, SubAcct and OrgRefID columns when people bill differently.
4. Check who will be skipped (they already have the license), then submit.

Every way of ordering (single, on behalf of someone, CSV bulk, and the SharePoint intake) runs through the same checks, so a department isn't billed twice for the same access. A blocked order is refused with a message that says why.

Reassigns an active named-user license from one person to another. The vendor seat moves with it.

When to use: someone leaves or changes roles and their license should go to a colleague.

1. Open the person's active license and click Transfer in the Action window.
2. Choose the recipient and confirm.

Gives an approved per-seat order (SAS, SPSS, LabVIEW, MNova, or Mathematica) to a different person on the same team. Same order number, same account, same fiscal officer; billing doesn't change.

When to use: sparingly, when the wrong person ended up on an order, such as a fiscal officer who ordered for themselves but meant it for a colleague. Named-user licenses (Adobe, Microsoft, Canva, ArcGIS) use Transfer instead, because Transfer also moves the vendor seat.

1. Open the order and click ➡️ Move to someone else in the strip at the bottom of the Action window.
2. Search for the new person, check the review line, and confirm.

The quieter buttons in the strip at the bottom of the Action window.

🔁 Re-provision

Administrators, CSCs and fiscal officers. Re-runs vendor provisioning for an approved Adobe, Microsoft or Canva order whose seat didn't land. Safe to repeat, and it can also resend the approval email.

🗑️ Delete order

Administrators, CSCs, fiscal officers and License Managers. Removes a duplicate or mistaken order. It's silent by default (only an admin record copy); tick the box to tell the requester and fiscal officer. If the order was fulfilled, the vendor seat comes off first. The holder is never emailed, and a snapshot stays in history. For a real denial, use Disapprove.

📝 Add note

Administrators and fiscal officers. Adds a note to the order, with optional attachments. You can also paste an email thread and save it as a PDF.

📧 Resend email

In the license holder section. Resends the approval request (pending) or the approval confirmation.

Lists the people on the paid Canva-Employees team who haven't paid, and is where you email them, remove them, or set them aside. Open it from the Command Center.

1. Start with the At a glance panel at the top: how many are on the paid team, how many have paid, and where every unpaid person stands. Each unpaid person is counted in exactly one group (emailed and waiting, on the removal countdown, auto-email scheduled, shared account, club on hold, declined or lapsed, or other).
2. Use the tabs (Watching, Sent, Resolved, All) or the search box, which searches every tab by name, UCInetID, email, department, sponsor or status. Press Esc to return to your tab.
3. Select people, click Preview send to see each person's actual email, then Send selected. Dismiss selected moves someone to Resolved with no message.
4. On the Sent tab, people past their order deadline can be removed with Remove from Canva.

Most of the routine follow-up now runs by itself. Here's what each piece does.

Staff emails

Weekday mornings, current employees who have been on Canva-Employees for three full days with no order get the staff email, with a 21-day order-by date. Shared accounts, flagged former students, anyone on a hold, and the OIT licensing team are skipped. If more than 30 people qualify in one day, nothing is sent and the licensing administrator is emailed. The administrator gets a list whenever it sends.

Reminder

One reminder, 7 days before the deadline, to anyone emailed who still hasn't ordered.

Past deadline

Removal is not automatic. The licensing administrator is emailed about each person who passes the deadline unpaid and decides (Sent tab, then Remove from Canva).

Former students

Every 4 hours, a job looks for former students and guests on Canva-Employees, after checking the live campus directory. The first time, the person gets one notice ("Your UCI Canva access is ending") with their own Canva activity and how to save their designs to a personal, non-UCI account. Their seat comes off 7 days later. If they sign in with UCI again, they're removed quietly, with no new email.

Declined

Declined, revoke on the Watchlist removes the person from both Canva teams, and they're never emailed again.

Lapsed

Someone who was emailed, missed the order deadline, and was removed is marked lapsed. Declined and lapsed people who come back are removed quietly by the daily job.

Some Canva seats belong to a shared UCInetID (a department or club mailbox), not a person. They're never treated as former-student clutter, and the email goes to the account's sponsor instead.

Canva keeps each person's designs inside their Canva account, so revoking asks what should happen to them, and who approved it. Billing stops right away whichever you choose.

1. Click Revoke on the Canva license. For an approved order that hasn't billed yet, use ✂️ Revoke Canva license in the bottom strip instead; Disapprove or Delete would pull the seat with no handoff.
2. Name the approver. It defaults to the license's fiscal officer.
3. Pick one: "Hand them to someone" (who must already be on Canva-Employees), "Let them save first" through a date you pick (7 days by default, up to 60), or "Remove now" when there's nothing to keep.
4. Check the summary line and confirm.

Approves the queue of newly discovered shared-device licenses, with billing details pre-filled from sibling devices to save typing.

1. Open the View menu and choose SDL Review.
2. Step through the queue, confirm or adjust the billing details, and approve.

SDL Revocations verifies a device has disconnected before finalizing (or cancelling) its revocation. SDL Devices is the global roster of every device license across all units.

1. Open the View menu and choose SDL Revocations or SDL Devices.
2. For a revocation awaiting verification, finalize it once the device is confirmed disconnected, or cancel the request.

Searches the entire directory across all units, and is also how you start viewing the app as another person.

1. Type a name or UCInetID in the header search box.
2. Open a result to view that record, or press Enter on a UCInetID to view the app as that user.

One timeline of everything that touched a license: where it came from, every change, emails and order activity, billing and refunds, Adobe console events, and SharePoint intake. Start here before checking anywhere else.

1. Open the record and click 🧾 View activity in the Action window.
2. Use the chips (Origin, Change, Billing, Order & Email, Adobe, SharePoint, Untracked, and others) to filter. Newest is at the top.
3. To undo a change, follow the Change history link at the bottom, where restore lives.

Applies one change (an account, a project, a status) across many selected records at once.

1. Turn on Bulk mode and check the rows you want.
2. Pick the field and value, then Process Batch.

The classic audit trail of every change, with the ability to restore transfers or re-open a deprovision restore.

1. Open the View menu and choose Change History, or open any user's history.
2. Use the restore action on a history row to reverse a transfer or reinstate a deprovisioned license.

The header bell shows confirmed vendor-console actions (provisioned, removed, transferred) and anything waiting for your approval, such as a deprovision or restore job.

1. Click the 🔔 in the header to open the activity drawer. You can search it by name, UCInetID, software, or unit.

A running log of what broke, what got fixed on its own, and what needs a person. A weekly digest email links here.

1. Open Sick Bay from the Command Center.
2. Filter by Fixed, Needs you, Watching, or Shipped, and read the newest first.

Searches the whole change history (who changed what, for whom, when, old value to new) across every record, with a Run logs view for the background jobs.

1. Open Command Log from the Command Center.
2. Search by person, account, or action. Switch to Run logs to see a job's own output.

Grants or removes the Administrator, CSC, License Manager, and Business Office roles, and lists the fiscal officers (read-only, because that role comes from KFS).

1. Open Command Roster from the Command Center.
2. In the role's section, search for the person, click them, and confirm. For a License Manager, you can add units beyond their home unit.
3. To remove a role, use the remove control next to the person and confirm.