Prerequisites
The partner placing an O365 order via Gridheart, must already be enrolled in or is in the process of enrolling in the Microsoft CSP Program.
Cloud Solutions Provider (CSP) Program
Follow the steps in this document when a customer has an existing O365 subscription placed under a different partner or distributor and the customer order was placed within the CSP Program. No additional steps are needed to have your O365 order successfully provision via Gridheart than those outlined in this document. Similarly, one Customer tenant can have O365 subscriptions from multiple distributors; if a customer has O365 subscriptions from distributor A that are not yet set for expiry, they can place their additional O365 subscriptions via Gridheart.
Designate Arrow as a Delegated Admin
Gridheart partners or their customers will need to authorize Arrow as a delegated administrator for Gridheart to process orders on your behalf and take advantage of the automated integration between Arrow and Microsoft.
Who needs to assign Arrow as a Delegated Admin?
Every existing O365 Customer account ordering O365 via Gridheart must have Arrow assigned as a Delegated Admin on the customer account for the order to provision. This is a one-time assignment per customer O365 account. Whomever has access to sign into the customers O365 portal can perform the Delegated Admin assignment.
Note: If the partner is listed as a delegated admin on the customer account, the partner has access to log into the Customer account and can identify Arrow as an additional delegated admin.
If the partner is not listed as a delegated admin on the customer account, the customer can perform the following steps.
Accept Arrow as Delegated Admin
Procedure
1. Sign into the Customers O365 portal account with the customers Global Admin account.
2. Click the following link: https://admin.microsoft.com/Adminportal/Home?invType=ResellerRelationship&partnerId=08c69f34-87ea-4854-b4eb-d83d7016416c&msppId=0&DAP=true#/BillingAccounts/partner-invitation
3. Accept Arrow as the Authorized Cloud Solution Provider (CSP) – Delegated admin
Note: The Arrow delegated admin assignment is for is for ordering purposes only; this in no way replaces anyone as the delegated admin with configuration responsibilities.
Verify the Default Domain
When you place an O365 order in Gridheart you will be asked to input the Default Domain on the customers’ existing O365 tenant. These steps outline how to obtain the correct domain to input in the following screen during O365 order checkout
Procedure
1. Sign into your O365 Admin Account at https://portal.office.com if you logged out after the Delegated Admin assignment
2. If you aren’t logged into the Admin portal by default, click the Admin app
3. From the admin page, click Setup and then Domains. Locate the domain marked as (default) and write it down.
Verify Existing Subscription
Log into the O365 admin portal to verify the current subscription including package type and quantity. This ensures you will order the correct quantity and appropriate package via Gridheart.
1. Log into the O365 Portal
2. Navigate to Billing - Licenses
3. View the existing subscriptions available count and assigned count
Identify Expiration Date
Identify the expiration date of the current subscriptions and ensure your new Gridheart order is placed PRIOR to the existing subscription expiry. Contact Gridheart support if you are uncertain. Microsoft is very flexible and you can migrate most subscriptions with monthly billing seamlessly.
[First setup only] Add a new customer to Gridheart
1. Login to https://marketplace.gridheart.com
2. Create the new organization by clicking New Organization
3. Fill in the details of the customer
4. Click More and make sure to fill in address and contact info as this information will be
used when adding O365 to the organization:
[First setup only] Add the service to your E-store
Procedure:
1. Add the service to your new organization from the Marketplace on the left side menu
2. Select your contact person and fill in your MPN ID (Microsoft Partner ID)
Note: When you have added the service you can view the price list under Billing
Add the service to a customer
Procedure:
1. Add the service to your customer (or your own organization) from the E-store
2. Fill in all the information the primary domain you have gathered from the steps above.
The ordered product does not need to be the same as the current subscription; you can easily upgrade the users O365 apps by selecting a higher package. Order, at minimum, the same quantity as existing users, and increase the quantity as needed.
Order Subscription
1. To order a subscription Select “My services” – “Microsoft O365” – “Orders”, all in the left side menu.
2. Click New
3. Select the category e.g. Corporate
4. Select the Product group e.g. Office 365
5. Select the product you want to purchase and the quantity
6. The order will be marked with Status: in progress
7. After a little while it will change status to Fulfilled
Assign Licenses to users
You are now ready to login and setup your customer in the Office 365 portal.
1. To assign the license and create the users click “Office 365 portal”
2. Login with the credentials that was sent to you.
Verify Both O365 Subscriptions
Log into the O365 admin portal to verify the current subscriptions
1. Log into the O365 Portal
2. Navigate to Billing – Product & Services
3. Notice two instances of the same O365 package ▪ The top selection is the initial ‘active’ subscription ordered by someone other than Gridheart
4. Click the second O365 package instance
5. Note the Purchased license count and the Assigned License count = 0
Note: When reviewing the second O365 package instance, it is appropriate and expected that the Assigned count is zero. This is because the users have their licenses assigned by the first O365 subscription.
6. Note this subscription was process with Arrow as the Delegated Admin
Cancel O365 Subscription
When ordering the same O365 package
Contact the provider of the original O365 subscription and cancel the subscription prior to auto-renew date if auto-renew is enabled, or prior to subscription expiry. No additional steps are needed.
When changing the O365 package
If changing the O365 packages for users assigned a different O365 license, perform the following prior to cancelling the initial order so there is no service interruption.
1. Navigate to Users - Active Users
2. Select a User
3. Select Licenses and Apps
4. Deselect the old license and select the new one
License Transfer
1. Navigate to Billing – Product & Services
2. Note the Active Section
Note: Once the original order is cancelled, notice the Active section is the subscription ordered by Gridheart via Arrow as the Delegated Admin
3. Note the Disabled section. The original subscriptions, because cancelled, displays as disabled.
Note: When the same O365 package is ordered that is already assigned to the user, the ‘transfer’ of the users O365 license assignment happens automatically. Because O365 does not assign license keys; from where the O365 subscription comes is irrelevant.