Counting Named Subscription Users in NAV – 2nd part

In my previous post, I tried to explain how to handle with named users in NAV. But I’ve got a few feedbacks with some additional questions I didn’t cover in this text.

The main question was what if I want to stop to use some account temporary, for example because sick leave or vacation or something similar? In this case, we can disable this user.

DisableNamedUsers

When you try to login the next time, you can see system will not count disabled users. Then you can decries number of users for some period. When your user come back, you need to increase number of users in your license and just enable this user.

Second very important topic is that you must to know when you buy for example 3 subscription users, you will get 5 (you will get 2 users for free, but with limited usage). This is because 1 user is for intended for partner work and 2nd users is for external accountant, but remember an EXTERNAL accountant. You need to create them on beginning to avoid misuse of license rights and use it for internal processes.

And on the end, if you already have the maximum number of full users and want to create new limited user, because you have licensed more limited users, anyway you will get message that this is not possible because the new user don’t meet the terms of the current license.

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This is only because of that, Full User is default user. You just need to change License Type option to Limited and it will be OK.

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Counting Named Subscription Users in Dynamics NAV

Waiting Dynamics NAV as full SaaS solution (Dynamics 365 ‘Tenerife’), a lot of partners are deploying NAV on Azure with subscription licenses. Subscription license has much better price in comparison with perpetual model, even from only BREP.

But we have a small difference here. In perpetual licensing model, users are concurrent, but n subscription model, users are named. Because of that I’ve got a lot questions how system count these users and prevent bigger number of users from licensed.

Generally, this is very easy. NAV counts number of created users and compare it with your subscription license. That moment, when you try to create new user, more than you have licensed, system will stop you.

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As you can see on the previous picture, I’ve got a message that creating this new user will not meet the terms of the current license. OK, it works. That means if you want to change user, you need to delete old one and than create new one.

But in subscription model, you can change number of users monthly. What if you had in one moment, because of business needs, more licensed users and now you scaled down number of users? In this case, when you try to log in, system will show the following message:

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That means with current license and number of users, you are not legal. But if you press OK, system will allow you to log in. But every time when you try run NAV, you will get this violation message that shows you are not legal.

Limited Users in NAV 2016

I suppose the most of you have already used Limited Users. It is pretty good possibility to save some money for users who have not a lot different processes to work in NAV. But limitation was a big; you could insert in only 3 tables by your need and in 80 additional by default. It was enough for some basics processes (creating contacts, HR, warehouse and similar).

But from NAV 2016, we have a pretty greater possibilities. That means we can use for inserting even 151 default tables; you can find completely list here. Some of the most important default tables for insert are:

  • Customers and Vendors
  • Customer and Vendor Invoice Discounts
  • Sales and Purchase Headers and Lines
  • Deferrals
  • Sales/Puchase Price and Line Discount
  • Assembly Order Headers and Lines
  • Incoming Documents
  • Workflow tables

You can see that with these tables in combination with three additional by your needs, we can use Limited Users for a lot different processes. It can decrease project cost and improve quality.

LimitedUsers.jpg