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M I C R O S O F T V O L U M E L I C E N S I N G M S D N S U B S C R I P TI O N A D M I N I S TR A T I O N G U I D E

MICROSOFT VOLUME LICENSING

MSDN Subscription Administration Guide

M I C R O S O F T V O L U M E L I C E N S I N G M S D N S U B S C R I P TI O N A D M I N I S TR A T I O N G U I D E

Table of Contents
Table of Contents........................................................................................................................................................................................... 2 Introduction ................................................................................................................................................................................................... 3 Understanding MSDN Subscriptions ........................................................................................................................................................... 3 Tips and Best Practices .................................................................................................................................................................................. 3 Accessing the MSDN Subscription Administration Tool ........................................................................................................................... 4 Setting up your MSDN Subscription Administration access 4 Signing into VLSC and navigating to the MSDN Subscription Administration tool 6 Managing MSDN Subscriptions ................................................................................................................................................................. 10 Viewing MSDN Subscription Administration Information 12 To search for an MSDN Subscription Agreement 12 Using the Subscriber Search Tab and modifying subscriber details 13 To search for a subscriber 14 To view subscriber details 15 To edit subscriber information 16 To edit a subscription benefit 16 To add or edit subscriber downloads details 17 To add media details to a subscription 18 To add Media Subscription Ship To information 19 Assigning a Subscription from an agreement .......................................................................................................................................... 20 To assign a subscription from an agreement 20 To assign a subscription with media 22 Assigning Multiple MSDN Subscriptions .................................................................................................................................................. 22 To assign multiple MSDN subscriptions. 22 Managing errors in adding multiple MSDN subscribers 23 To fix errors 23 Removing a Subscriber 24 Using Shipment Search 25 Viewing the Subscription Summary 25 Adding an Administrator ............................................................................................................................................................................ 27 Appendix C Revision History and Copyrights ........................................................................................................................................ 28

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Introduction
Welcome to the MSDN Subscriptions Administration Guide. Use this guide to help you complete common tasks when you use the MSDN Subscription Administration tool through the Microsoft Volume License Service Center (VLSC) Web site. This tool enables you to assign and manage the MSDN Subscriptions you have purchased through Microsoft Volume Licensing. The MSDN Subscription Administration tool enables you to: Assign MSDN subscriptions to your end users Change benefit assignment and contact information for your end users Change MSDN subscription levels for your users (such as when you purchase a step-up) Allocate, track, and manage media assignments to your end users. View summaries of license and benefit assignments.

You can also view videos explaining the most common functions of Subscription Administration Tool on the Volume Licensing Administration Help Web site: http://msdn.microsoft.com/subscriptions/administration/

Understanding MSDN Subscriptions


MSDN subscriptions are Microsofts offering for individuals participating in software development projects, providing the tools, software, and support they need to enable success. Subscriptions are licensed per user and enable the subscriber to use the software to develop and test their applications on as many machines as needed. To learn more about subscriptions Compare subscription options Subscription benefits MSDN licensing MSDN subscription help

Tips and Best Practices


Keep the following things in mind when you use the MSDN Subscriptions Administration tool:
MSDN subscriptions are licensed per user. Each subscriber can use the software on as many computers as needed for development and testing. Leave all the component benefits (Subscriber Downloads, Technical Support incidents, Managed Newsgroups and Online Concierge) checked when assigning a subscription. If you disable

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Subscriber Downloads, the subscriber will be unable to download software or access e-learning, Windows Azure, and other benefits that may be included with their subscription. Assign only one subscription level for each subscriber, corresponding to the MSDN subscription your organization purchased. If you have subscribers with more than one subscription level assigned to them, edit their settings so that they only have one. A subscribers subscription level will need to be updat ed when the subscription is upgraded (following the purchase of a step-up license) or renewed down to a lower level. Do not share subscriptions between subscribers. Anyone who uses all or part of the subscription benefits (software for development and testing, technical support, e-learning, etc.) must have a subscription assigned to them.

Accessing the MSDN Subscription Administration Tool


To access the tool, your organizations VLSC Online Administrator needs to assign you with a Subscription Manager permission role. If you need to have permissions assigned to you, please contact your organizations VLSC Online Administrator; your Administrator must pre-assign permissions to your business e-mail address prior to your attempt to register for access to the VLSC site. If you are a VLSC Online Administrator, you will automatically be able to use the MSDN Subscription Administration tool. Questions? See the VLSC Frequently Asked Questions site.

Setting up your MSDN Subscription Administration access You can skip this step if you are already registered on VLSC and have the correct permissions. If this is the first time you are accessing the VLSC site, then you will see a registration screen asking you to enter your business e-mail address.
1. Navigate to the Volume License Service Center (VLSC), located at http://licensing.microsoft.com/servicecenter/ Click Sign In to begin the registration process Enter your email address and password associated with your Windows Live ID, and the click Sign In Since this is your first log in to the VLSC, you will see a registration screen asking you to enter your business email address. Enter your business email and Confirm your Business Email fields, and then click Submit Important: You must enter the exact business email to which your Online Administrator affiliated your VLSC Subscriptions Manager permissions.

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You will see a screen acknowledging receipt of the business email address you provided. Follow the instructions on-screen to validate that you are the owner of this business email address

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Go to the inbox for the business email address you provided. Open the email from Volume Licensing Service Center with the subject line Thank you for Registering with the Volume Licensing Service Center.

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Click the link in step 1 of the email to confirm your ownership of the business email address.

Signing into VLSC and navigating to the MSDN Subscription Administration tool 1. Navigate to the Volume License Service Center (VLSC), located at http://licensing.microsoft.com/servicecenter/
2. 3. 4. Click Sign In to begin the registration process Enter your email address and password associated with your Windows Live ID, and the click Sign In From the VLSC Home page, click on Subscriptions in the top navigation, which will show two options: MSDN Search and Subscriptions. Click subscriptions continue to step 5 Click MSDN Search skip to step 9

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5.

From the Services and Subscriptions overview page, navigate to the MSDN Subscriptions and click Click here to visit the Relationship Summary and select a License ID to manage your MSDN Subscriptions.

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From the Relationship Summary, click a License ID (for example, the number of the Enrollment, Agreement, Open License or Public Customer Number in the far left column).

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On the Details page for that Licensing ID, click on the link next to Manage MSDN Subscriptions to enter the MSDN Subscription Administration tool

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You should now see the MSDN Subscription Administration tool with the agreement details and the Results section listing the individual users.

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From the Agreement/Public Customer Results list, select an Agreement # or Public Customer # link to view the subscriber information for the agreement.

Managing MSDN Subscriptions


You use the MSDN Subscription Administration tool to assign subscriptions and manage the subscription benefits for subscribers in your organization. When you assign a subscription to an individual, keep the following points in mind: Select the subscription level corresponding to the MSDN subscription your organization purchased. The subscription level defines what software the subscriber can access, as well as other benefits such as Windows Azure, technical support incidents and e-learning. MSDN subscriptions are licensed per user. Do not share subscriptions between subscribers. Anyone 10

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who uses all or part of the subscription benefits (software for development and testing, technical support, e-learning, etc.) must have a subscription assigned to them. Assign a single subscription level to each subscriber. A common mistake is to select multiple levels for a single subscriber when only one level is required. If you have subscribers with more than one subscription level assigned to them, edit their settings so that they only have one. To get full use of MSDN subscription benefits, leave all the component benefits checked when assigning a subscription: Subscriber Downloads, Technical Support incidents, Priority Support in MSDN Forums (Managed Newsgroups), and Online Chat (Online Concierge). NOTE: If you disable Subscriber Downloads, the subscriber will be unable to download software or access e-learning, Windows Azure, and other benefits that may be included with their subscription. Keep in mind the following points before you assign media benefits to subscribers: The earliest and most complete availability of software is online at MSDN Subscriber Downloads. You are not required to assign media benefits to a subscriber. All software is available for download, with only a subset of that software available through DVD shipments. Unless physical media is required by the user, assigning the download benefit is easiest and fastest method to access the Microsoft products available based on subscription level. Enabling Subscriber Downloads benefit to subscribers ensures that they have access to the all the software and product keys needed for development and testing. The subscriber may burn all downloaded product files to DVD as needed for development and testing. There is a limited number of complimentary media available per Licensing ID. Be sure to only assign media to a subscriber if absolutely essential. In Enterprise or Select Enrollments, for example, you are entitled to one media kit per subscription level purchased. Therefore, if you purchase the Visual Studio Premium with MSDN subscription level, you will have one media kit available to assign for that subscription level. Once media is assigned to a subscriber you cannot remove that subscription from the tool. Instead please edit the subscriber contact details and re-send the subscription invitation email to the new subscriber within your development team and that person will receive the media going forward.

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Viewing MSDN Subscription Administration Information You can view basic agreement information in the top area of the MSDN subscription management pages. For example, an expired agreement displays the start and end dates. You can also manage the following aspects of MSDN subscriptions:
Subscriber Subscriptions Media Shipments Subscription Summary

From the MSDN Subscription Administration page you can: Assign subscriptions to a single subscriber or to multiple subscribers simultaneously Track Media Shipments View a summary of subscriptions available and assigned Remove or modify subscriber details Resend an invitation to activate a subscription

To search for an MSDN Subscription Agreement 1. From the main navigation, click Subscriptions.
2. 3. 4. From the Subscriptions drop-down menu, click MSDN Search. The MSDN Subscriptions Administration page displays. Type an Agreement Number, Master Agreement Number, Customer Name, or Public Customer Number. The Agreement Number is a required field. (Optional) you can select the Program, Agreement Status, Country, and also search using Last Name, First Name, Email Address, and Subscriber ID. You can also use the Reference text fields to identify the subscribers. For example, you can type an internal employee number into a Reference field. Click Search. (Optional) From the Agreement/Public Customer Results list, select an Agreement # or Public Customer # link to view the subscriber information for the agreement.

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You can view the agreement information in the Agreement area.

For Select Plus agreements, the Customer Number is indicated instead of an End Date since the Select Plus agreement is an evergreen anniversary agreement and has no end date.

Using the Subscriber Search Tab and modifying subscriber details Once you have selected an agreement, you can use the Subscriber Search tab to view details about subscribers. The Subscriber Search tab is collapsed by default. You can search for a subscriber by typing the Subscriber Last Name, Subscriber First Name, Subscriber Email Address, Subscriber ID, and references into the text fields. You can also select the Country and the Subscription Level from the scrolling menus.

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To open the Subscriber Search tab 1. 2. From the main navigation, click Subscriber Search. The Subscriptions page displays with the Search area hidden. Click the arrow area. to open the Search

To search for a subscriber On the MSDN Subscription Administration page, you can view up to 200 subscribers for an agreement. To view other subscribers not shown,
1. 2. 3. 4. Use the Search area to narrow the search results. Export the entire subscriber list to an Excel spreadsheet. Sort your search results within the subscriber list. In the Search area of the Subscriber Search page, you can type the subscribers Last Name, First Name, E-mail Address, and Subscriber ID into the fields. From the Country option box, select the country. From the Subscription Level option box, select an option from the drop-down menu. Use the scroll bar to scroll down the list to a desired option. Click Search. The Results area displays your returned search results. You can view returned information from your subscriber search. This area contains information about the subscription level, coverage period, and benefit components. Red checkmarks indicate which benefit components are selected within the subscription. For example, you can view the Subscription Level that is elected for the subscriber, and Media, Download, Support, Newsgroup, and Concierge elections.

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5.

From this view, you can: a. b. c. View and edit the subscribers details by clicking the subscribers hyperlinked last name. Remove a subscriber by selecting the checkbox by the subscriber(s), and then click Remove Subscribers Resend an invitation to the subscriber by email by clicking the checkbox next to the subscribers name, and then click Resend Invitation to resend the MSDN subscription welcome email. More details about the invitation email are in the Assign a Subscription section, step 8. If you would like to view all of your subscribers in Microsoft Excel, click Export all Subscribers: CSV.

d.

To view subscriber details 1. From the main navigation, click Subscriptions, and then click MSDN Search. The MSDN Subscription Administration page displays.
2. In the Search area, a. Type the Agreement Number or Public Customer Number into the fields.

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(Optional) In the Results area from the Agreement/Public Customer Results list, click the link in either the Agreement # or Public Customer # columns, and then use the subscriber Search page to search for a subscriber.

3.

In the Agreement area, you can view the subscriber agreement information.

To edit subscriber information

1.
2. 3. 4. 5.

In the MSDN Subscription Administration tool, select a subscriber from the Search Results list by clicking on their last name. In the Subscriber Details area, you can view the subscriber information. Click Edit. The Edit Subscriber area displays. In the Edit Subscriber area, type the required information into the fields. Required information is indicated by red asterisks (*). Click Save.

To edit a subscription benefit


NOTE A subscription benefit may be put on hold by the administrator We recommend leaving all subscription benefits enabled. 1. 2. In the Subscription Selection area, click a radio button by the benefit to select it. This action allows the subscriber to check or uncheck their choice of benefits. Click Add.

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In the Add Subscription Selection popup window, click Save.

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If there is already a subscription selected, then select Add, Edit, or Remove to manage the selection. NOTE If you have not yet added a benefit, the Edit button is grayed out.

5.

From the Subscription Selection list, select a benefit to edit.

6. 7. 8.

Click the Status down arrow to open the drop-down menu. Select the status for the benefit selection. You can select either Active or Hold. Click Save. The updated status displays in the Status column.

To add or edit subscriber downloads details 1. On the Downloads Details area, click Add to add downloads details.
The Add Subscriber Downloads popup displays. 2. From the Add Subscriber Download popup drop-down menu, select a subscription level (for example, Visual Studio Ultimate w/MSDN).

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The Add Subscriber Downloads popup window displays the Subscription Benefits, Coverage Period, and the Available, Assigned, and Remaining benefits. NOTE A negative remaining balance indicates an over-claimed benefit. You must make additional purchases to reconcile this, per the terms of your agreement. 3. To edit or remove downloads details information, select the row, and then click Edit. Note: Assign only one subscription level for each subscriber, corresponding to the MSDN subscription your organization purchased. If you have subscribers with more than one subscription level assigned to them, edit their settings so that they only have one.

To add media details to a subscription 1. On the Media Details area, you can view media details that are associated to the subscription. If there are no media details assigned to a subscription, then click Add to add media details.
2. From the Add Media Details popup window, select a subscription level that applies to the subscriber (for example, Visual Studio Ultimate w/MSDN). Select the level that matches the subscriber download level. The Add Media Subscription popup displays. 3. The media benefits are displayed with the Available, Assigned, and Remaining benefits shown.

4.

Select the media benefit by clicking the checkbox by the benefit. Click Next. The Media Details area displays your selected media choice.

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To add Media Subscription Ship To information Use the Add Media Subscription Ship To information area to add media subscription shipping details for a subscriber. You can view the Ship To information entry fields, the Media Subscription Summary, and the Add Media Subscription areas.

Type the necessary subscriber shipping information into the fields. All required fields are denoted by a red asterisk (*). In the Media Subscription Summary area, you can view the Subscription Type, Subscription Level, and all Available, Remaining, and Assigned subscriptions. 1. On the Add Media Subscription area, click the Language drop-down menu to select a language. Your language menu drop-down selection choices are European (NA), Intl (NA), English, and English, French. 2. 3. 4. Type the number of physical media that you wish to ship in the Quantity field. To include a comprehensive media kit, select the Comp Kit Included checkbox. Select Save. The results of your saved Ship To information display.

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Assigning a Subscription from an agreement


You can click the Assign Subscription tab to add assign an MSDN subscription. The subscription level should correspond to the license you purchased. Subscriptions are licensed per subscriber, so the component benefits of the subscription must all be assigned to the same person and cannot be shared with others.

TIP Microsoft recommends you disable Media, and manage all of your benefits digitally by checking Subscriber Downloads. Subscriber Downloads allows you to download software, access e-learning, Windows Azure, and other benefits that may be included.
To assign a subscription from an agreement 1. In the MSDN Subscription Administration tool, click the Assign Subscription tab.
2. 3. Select a subscription level from the list (for example, Visual Studio Ultimate with MSDN). Leave all the component benefits checked when assigning a subscription: Subscriber Downloads, Technical Support incidents, Priority Support in MSDN Forums (Managed Newsgroups), and Online Chat (Online Concierge). NOTE: If you disable Subscriber Downloads, the subscriber will be unable to download software or access e-learning, Windows Azure, and other benefits that may be included with their subscription. NOTE Microsoft recommends that you leave all eligible subscription benefits enabled 4. 5. Click Next. The Assign Subscription area displays with the subscriber information text fields available. Type the subscribers information into the text fields. Required text fields are denoted with a red asterisk (*). NOTE You can use the Reference fields to keep track of additional information (for example, the subscribers department or division) in your organization.

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Click Next. The Subscription Selection area displays with your selections listed.

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Verify the information and click the Edit button to make any updates. Click Finish. A welcome email is automatically sent to the new subscriber detailing how to activate the subscription. Activation is required to gain access to Subscriber Downloads and other subscription benefits.

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To assign a subscription with media 1. Click the Assign Subscription tab.


2. 3. 4. 5. 6. 7. 8. 9. Click the Assign Subscription down arrow to open the subscription benefits drop-down menu. Select an option from the list (for example, Visual Studio Ultimate with MSDN). Click the checkboxes to select eligible subscription benefits that apply to the subscriber. To send media to the subscriber, select the Media checkbox. The Ship To, Media Subscription Summary, and Add Media Subscription areas display. Type the required information into the Ship To fields. Review the available media in the Media Subscription Summary. In the Add Media Description area, select the Language and the Quantity. Click the Comp Kit Included checkbox to include a comprehensive media kit. Click Next. You can review your typed information. 10. Click Finish. 11. The Results area indicates the status of your added subscriber.

Assigning Multiple MSDN Subscriptions


You can assign multiple MSDN subscriptions by pasting information from an Excel spreadsheet into VLSC.

To assign multiple MSDN subscriptions. 1. Ensure that you are adding subscribers to the correct agreement.
2. 3. Click the Assign Multiple Subscriptions tab. Under the Add Multiple Subscribers heading, follow the instructions provided start by downloading the Excel template, then use the instructions detailed within the Excel template on the Instructions tab. Note: Enable editing in the Excel file to add subscriber information. Depending on your agreement type, you may need to select a coverage end date. NOTE You can add a maximum 250 subscribers per Excel file(??). 4. Once youve added the information to Excel, highlight the rows for the subscribers that you would like to add to VLSC by clicking and dragging a box around the information . You do not need to highlight the column headers. In Excel, click CTRL and then click C at the same time to copy all highlighted rows of new subscriber data. Return to the Add Multiple Subscriptions webpage. Click Paste and Submit Subscribers from Excel. The process summary page displays. 7. At the popup prompt, click Allow Access. 22

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8. 9.

Click Refresh. You can view a report to verify the added subscribers and view any errors that occur. The Assign Multiple Subscriptions status confirms that the multiple subscribers were added successfully.

10. Click Finish. 11. You can view the newly assigned subscribers from the main MSDN Subscriptions Administration page. NOTE Depending on the number of subscribers uploaded, it may take some time for the request to process. It is advised to check back later to confirm completion.

Managing errors in adding multiple MSDN subscribers During the upload processes, you may a message that errors have occurred. Subscribers who are not added due to errors are listed in the Not Added Due to Errors area.
To manage errors in adding multiple MSDN subscribers Click the subscribers hyperlinked first or last name, and then make the necessa ry correction(s).

To fix errors
There are two ways to fix errors manually edit each subscribers information or correct the errors in the Excel file and repeat the steps above. Below are instructions for manually fixing each subscribers data. 1. An error message displays next to each subscriber that was unable to be added. Click the last name of the added subscriber to edit entered information. The MSDN Subscription Administration page displays with the Add Multiple Subscribers Error Correction Update Subscriber Information area active. 23

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2.

Select the drop-down arrow to select a subscription level (for example, Visual Studio Ultimate w/MSDN). The Add Multiple Subscribers Error Correction Update Subscriber Information area displays with the subscribers information entry form active.

3. 4. 5. 6.

Type the required information into the fields. Select the drop down arrow to open the menus to enter a Country and Correspondence Language. Click Next. The updated subscriber information displays. Review your changes, and then click Finish. The Added Successfully confirmation message displays.

Removing a Subscriber If a subscriber has left the company or changed responsibilities, then it may be necessary to remove them.
To remove a subscriber 1. On the MSDN Subscriptions Administration page, a. b. c. Locate the subscriber you want to remove from the list in the Results section or Type the subscribers information into the Search form text fields. Click the arrow on the right hand side to expand the Search section. You can filter by various fields, including subscriber name and email, Subscriber ID, subscription level, or country. 2. 3. 4. Select the check box next to the subscribers last name Click Remove Subscriber. At the confirmation prompt, click OK.

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The MSDN Subscription Administration page updates with the subscriber no longer listed.

Using Shipment Search You can search for shipments by typing the relevant information into the fields.
To search for a shipment 1. In the MSDN Subscription Administration tool, click the Shipment Search tab. The Shipment List page displays with the Media Details, Ship To, and Shipment Line Items areas displayed. 2. View the read-only Shipments Details page. To view a different shipment, click the Back to Shipments List link. You can find the shipment status by using any of the drop-down filters. 3. Click the Shipment # to go to the Shipment Details page. The Shipment Details page shows media details and shipping information by line item.

Viewing the Subscription Summary The Subscription Summary page provides summary information for your MSDN subscriptions. You can filter results to view subscription levels or by benefit (Subscriber Downloads or Media). All of this information displays by default. The summary provides the total available subscriptions by subscription level and how many have been assigned or are remaining.
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You can sort the subscription summaries using the Subscriber Benefit Level(s) controls.

Use the Benefits control to filter for Subscriber Downloads and Media. Use the Subscription Level to filter based on the subscription level (for example, Visual Studio Ultimate w/MSDN). For Select Plus subscribers, use the Coverage Period End Date calendar widget to filter based on the coverage period. You can use the View Subscription Summary area to view Benefit Type, Subscription Level, Coverage Period, and Available, Assigned, and Remaining benefits columns.

The Remaining column indicates the remaining quantity of unassigned benefits that are still available for use. NOTE A negative remaining balance indicates an over-claimed benefit

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Adding an Administrator
Having a second individual to help share the workload of managing MSDN subscriptions for your organization with the MSDN Subscription Administration tool can be very helpful. It is important to understand, not only what permissions need to be assigned to this second individual, but who can do the assignment of MSDN subscriptions to individual users.. Access to the MSDN Subscription Administration tool is controlled by the VLSC permissions that are set in the Administration section of the VLSC sitenot in the MSDN Subscription Administration tool itself. Only those individuals with the VLSC Administrator role may enter the VLSC Administration site section. Individuals who are managing MSDN subscriptions may not have the VLSC Administrator role. Instead, individuals who are managing MSDN subscriptions may be limited to the VLSC Subscriptions Manager role. If you are a VLSC Administrator, you may directly assign another individual to the Subscriptions Manager role by going directly to the Add User page under Administration section of the VLSC site. For complete instructions on adding a user with the Subscriptions Manager permission role, please see the Administrator FAQ in the Help section of the VLSC site. If you are not a VLSC Administrator, you will need to contact the VLSC Administrator for your organization and request that VLSC Subscriptions Manager permissions be assigned for each Licensing ID (or agreement) for which your organization has affiliated MSDN subscriptions to be managed. Once permissions are assigned to this second individual, that person will be able to enter VLSC and use the MSDN Subscription Administration tool.

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Appendix C Revision History and Copyrights


Version Number
3.3

Revision Date
3-16-2012 Operations

Organization

2012 Microsoft Corporation. All rights reserved. Microsoft, Active Directory, Expression, Forefront, Hotmail, MSDN, SharePoint, SQL Server, Windows, Window Live, Windows Server, Windows Vista, Visual Studio, Visio are either trademarks or registered trademarks of Microsoft in the United States and/or other countries. This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY. Microsoft provides this material solely for informational and marketing purposes. Customers should refer to their agreements for a full understanding of their rights and obligations under Microsofts Volume Licensing programs. Microsoft software is licensed not sold. The value and benefit gained through use of Microsoft software and services may vary by customer. Customers with questions about differences between this material and the agreements should contact their reseller or Microsoft account manager. Microsoft does not set final prices or payment terms for licenses acquired through resellers. Final prices and payment terms are determined by agreement between the customer and its reseller. Eligibility for Software Assurance benefits varies by offering and region and is subject to change. The Terms and Conditions of your Volume License Agreement and the Terms and Conditions under which any specific Software Assurance benefits are offered will take precedence in the case of any conflict with the information provided here. For eligibility criteria and current benefit program rules, see the Microsoft Product List. The contents of this guide are subject to change. Please contact your Microsoft account manager or reseller for the most current version of this guide.

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