Ordering New Licenses

If a user does not already have a license and the department does not have any licenses to transfer to the employee, a new license can be ordered/provisioned.

Adobe

1. Ensure that the manager/supervisor of the requestor is on the ticket and has granted permission (let them know the cost and that it is billed annually)
2. Verify which type of license they want (Adobe Creative Cloud Suite or Adobe Acrobat Pro DC)
   1. If they need more details, direct them here
3. Get the NetID of the supervisor, the NetID of the employee getting the license, and the budget number the license will be ordered on
4. Go to the Adobe Order Form
5. Enter the corresponding information
   1. When you enter the NetIDs of the supervisor and employee, if they have a work phone number it will auto-populate. If they do not, you can write "N/A"
6. Submit the form
7. These licenses normally have a quick turnaround, so check back with your tickets frequently by going to My Requests
8. Once UW-IT verifies that the license is provisioned and ready, update the ticket letting them know that Adobe will reach out to them in the coming hours with instructions for how to download and install the software.
   1. If they had an older version of Adobe Acrobat before getting Adobe Acrobat Pro DC...
      1. Have them Set the New Adobe Acrobat as their Primary PDF Viewer
      2. Have them Remove the Older Adobe Acrobat Version

Visio

1. Ensure that the manager/supervisor of the requestor is on the ticket and has granted permission (let them know the cost and that it is billed annually)
2. Get the NetID of the supervisor, the NetID of the employee getting the license, and the budget number the license will be ordered on
3. Go to the Microsoft Order Form
4. Enter the corresponding information
   1. When you enter the NetID of the supervisor and employee, if they have a work phone it will auto-populate. If they do not, you can write "N/A"
   2. Choose "Microsoft Visio Plan 2" when prompted
5. Submit the form
6. These licenses can take up to 10 business days to provision, so be sure to let the end user know
   
   1. If they need immediate access to Visio, you can direct them to the free online version to use in the meantime
7. Once UW-IT verifies that the license has been provisioned, send the end user the instructions provided by UW-IT

Transferring Licenses

Licenses can be transferred between employees within a department. 

To check if a specific user already has a Visio license available or if a former employee has a license that can be transfered:

1. Go to the Azure Active Directory
2. Go to the search bar at the top of the screen
3. Enter the NetID of the employee
4. Click on the correct person
5. On the left-hand side of the screen, click "Licenses"
6. If the person has a Visio licenses, you would see "Visio Plan 2 for faculty"

To check if a department has any available licenses for Adobe/Visio:

1. Ask the end user for the associated budget number
2. Go to the Subscription Change and General Inquiry Form
3. Click "a General Question"
4. Click "I am asking about all current subscriptions associated with a UW Budget Number or UW NetID"
5. If you know the former employee's NetID, you can enter that here. If not searching for a former employee's active licenses, enter the budget number of the department to see if they have any unallocated licenses.
6. After submitting the ticket, reply specifying what type of license (Visio/Adobe) you are looking for AND that you are only asking if there are any available