License Management

Dawid Kaczmarek Updated by Dawid Kaczmarek

CSL validates licenses automatically — a daily batch job fetches entitlement data from the Cepheo Licensing API and updates the system. This article covers how license management works, what notifications you may see, and provides a full reference for the License Management form.

How License Validation Works

After registration, CSL keeps license data current through two automatic processes:

  • Daily license refresh — A batch job (CSL - Daily license refresh) calls the API once per day to update license quantities, expiration dates, version information, and license holder data for all installed modules.
  • Daily telemetry send — A second batch job (CSL - Daily telemetry send) reports environment and usage metadata to Cepheo. This helps Cepheo monitor product health and license compliance.

Both batch jobs are created automatically on D365FO startup. If they are accidentally deleted, restart the AOS — CSL recreates them on every startup.

Manual License Refresh

To update license data immediately (for example, after purchasing or renewing a license):

  1. Open the License Management form (search in the D365FO navigation bar).
  2. On the License view tab, click Refresh licenses.

The API is called immediately and the grid updates with current data.

Dashboard Notifications

CSL checks license status each time the D365FO default dashboard loads. Warnings appear if:

Condition Message
One or more module licenses have expired "One or more product licenses have expired."
Used licenses exceed the licensed quantity "The number of used licenses exceeds the assigned quantity for one or more products."

Each notification includes a See licenses link that opens the License Management form. To resolve: identify the affected module (it has a ⚠️ icon), contact Cepheo to renew or upgrade, then click Refresh licenses to apply the change.

License Management Form

The License Management form is accessed by searching for License Management in the D365FO navigation bar. It is cross-company — the same data is shown regardless of the current legal entity.

The form has three tabs:

License View

Shows one row per installed Cepheo module.

Column Description
Status icon ⚠️ = license expired or used count exceeds quantity. ℹ️ = newer version available. No icon = healthy.
Model The Cepheo module name.
License Qty Purchased license count from the API.
Used licenses Licenses currently in use (computed at runtime).
Expiration date License expiry. Empty = no expiry. Past date = expired.
Current version Installed version in this environment.
Latest version Most recent version released by Cepheo.
License holder Organization name on the license.

Action buttons on this tab:

  • Refresh licenses — Fetches updated license data from the API immediately.
  • Send telemetry — Manually sends usage data to Cepheo (normally done automatically by the daily batch).
  • Release Notes — Opens the Cepheo release notes page for the selected module in a browser.

Configuration

Contains two FastTabs:

Configuration FastTab:

Field Description
Registration endpoint The Cepheo Licensing API URL. Change only if instructed by Cepheo.
Last license check Timestamp of the most recent successful license refresh.
License refresh batch task Scheduled or Not scheduled — indicates whether the daily refresh job is active.
Telemetry batch task Scheduled or Not scheduled — indicates whether the daily telemetry job is active.

Token Information FastTab:

Field Description
Effective registration status Current registration state: Not registered, Registered, Token expired, or Failure.
Status message Error details when the status is Failure.
Token expiry date When the current customer token expires.
Registration info Tenant ID, environment ID, and registration timestamps (for diagnostics).

Action button: Refresh token — Obtains a new customer token using the stored refresh token. Use when the status shows Token expired.

Audit Log

Records all CSL operations.

Column Description
Operation The operation name (e.g., Registration Success, License Refresh, Token Refresh Failed).
User ID The D365FO user who triggered the operation.
Date/Time UTC timestamp.
Details API response, error description, or success confirmation.
Environment The D365FO environment name.

Action button: Clear audit log — Deletes entries older than a specified number of days (default: 30).

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