Reviewing active users
Although BMC Helix Digital Workplace does not check for license usage, you can view the number of active users and self-registered users in your system. Use these reports to analyze the unused or idle licenses, decide whether you need to purchase additional capacity, or export the data to add to your compliance and audit report.
Use the following methods to view the number of users logging in to BMC Helix Digital Workplace:
- Active User report—A web report that displays the number of active end users.
Users are considered active when they log in or access the product via APIs at least once during a given calendar month. - Self-registered user report—A web report that displays the number of external end users who self-registered to use the subscription services.
User are considered in the report when they log in to subscription services or access the services via APIs at least once during a given calendar month. - REST API call—A report generated by opening the API endpoint while authenticated as a BMC Helix Digital Workplace administrator. To use a REST API call, you must have MyIT Super Admin permissions.
The following video (5:27) demonstrates the methods for monitoring active users:
Important
This video shows an older version of BMC Helix Digital Workplace. The previous product name was MyIT. Although there might be minor changes in the UI, the overall functionality remains the same.
Overview of the BMC Helix Digital Workplace Active User Report
BMC Helix Digital Workplace provides licenses on a per user basis. Use this report to find out how many users in your organization are actively using BMC Helix Digital Workplace and derive the number of unused or idle licenses. The following table provides an overview of the BMC Helix Digital Workplace Active User Report:
| Inputs to the report | The report fetches data from the BMC Helix Digital Workplace database, and displays records from the date when BMC Helix Digital Workplace was deployed in your environment, through the date when you generate the report. |
|---|---|
| Output of the report | The report displays the following output:
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| Location of the report | The report is located in BMC Helix Digital Workplace Admin console, under Reports. |
| Additional features | The following list specifies the additional features of the report:
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| Limitations of the report | Currently, the report does not provide the following features:
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Scenario of using the Active User report
As an administrator, Allen wants to review how many users in his organization are actively using BMC Helix Digital Workplace. Allen uses the Active User report and specifies a date range for last six months to generate the report. The report shows the total active users on all types of devices are 1900. He knows that his organization has 2000 licenses. With this information, Allen concludes that in the past six months, 100 licenses were unused. Allen exports the report to a CSV format and uses it as a compliance and audit report.
Scenario of using the Self-registered users report
Apex, a BMC Helix Digital Workplace subtenant, purchased 5000 external user licenses one year ago. Six months later, there were 3000 self-registered users of Apex. As an administrator, Allen wants to see how many more self-registered users for Apex are using BMC Helix Digital Workplace. Allen has the external administrator permissions so he logs in to the BMC Helix Digital Workplace Admin console from the external portal to access the Active User report. He specifies a date range for the past six months to generate the report. The report shows the total active users are 4000. With this information, Allen concludes that 1000 licenses are still unused.
Before you begin
- Ensure that you are a member of the MyIT Admin or MyIT Super Admin permission group.
- The report is available by default and you do not need to do any additional configurations to view the report.
- You can view the data only for your own tenant.
- In a multitenant environment, you can view the data only for the current tenant.
- Ensure that the BMC Helix Digital Workplace Admin console is accessible.
- If you want to view the self-registered users reports, make sure you have external administrator permissions.
To view the Active User Report
- As an administrator, log in to the BMC Helix Digital Workplace Admin console.
- Click the Reports tab.
- To view active user report for a defined period of time, specify the date range and select Filter.
- (Optional) Click Export to CSV to access the report locally in your machine.
The following image is an example of the Active User report:
To view the Self-Registered User report
- As an external administrator, log in to the external portal.
- Navigate to the BMC Helix Digital Workplace Admin console.
- Click the Reports tab.
- Specify a date range for a defined period of time and select Filter.
- (Optional) Click Export to CSV to access the report locally in your machine.
The following image is an example of a Self-registered User report filtered over six months:
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