How to Migrate to the Updated Outreach Licensing Model

Objective

The purpose of this article is to provide direction to Outreach Admins in migrating their users from the old Outreach licensing model into the new one. The License Version Migration Experience provides a step-by-step process designed to simplify the migration journey, ensuring a smooth transition to the updated licensing system  to Outreach Admins.

Applies To

• User licenses management
• Admin persona 

Before you begin

Before starting the migration process, please ensure the following:

• Your Outreach instance has been contractually migrated to the latest licensing version.
• Your organization has the correct number of licenses assigned.
• Upon logging into Outreach, you should see a yellow migration notification bar and you as an admin should have also received an email notification about the migration.
• You have allocated time to complete the license migration process. You can interrupt the process any time, save the progress and continue later.  For larger organizations, the process may take longer than one  hour.

Overview

In the new licensing model, every user who wants to access Outreach must have an assigned license. Users with an assigned license can log in, while those without a license will be unable to access the platform. As an Outreach admin, you can assign licenses and add-ons to individual users or groups from the user list page.

The License Version Migration Experience streamlines this process, allowing administrators to assign licenses to multiple users at once, minimizing disruption to their work.

Procedure

The migration experience begins when you see the yellow banner at the top of your Outreach dashboard.

1. Log in to Outreach as an Admin.
2. Click on the Update Licenses action within the banner.
   
3. Review the Overview page. The Overview page provides a summary of both your existing and new licenses. Ensure that the number of licenses displayed matches the terms of your contract before proceeding.

   Note: Before completing the migration, you will have the opportunity to review your changes. If necessary, you can go back to any previous step to make adjustments.

   
4. Select an option for migrating licenses.
   We offer two methods for migrating licenses. For instances with a smaller number of users, we recommend the manual approach. For larger instances, admins can use the .csv file upload method to streamline the migration process. Please note that you only need to choose one of the proposed methods.
   Warning: If you skip any users during the license migration (who used to have the old license), they will not receive a new license, and their status will be set to "No License Assigned." This will prevent them from logging into Outreach. If you later need to grant access to these users, you can assign them a license from the User List page.

Manually using the user list

1. Select the users.
2. Click Edit license.
   
   

This will replace the user(s) old licenses and assign the new licenses. This new license will apply to the users and be active for them, only after you finish the migration wizards.

At a minimum, you must assign a license to yourself to ensure continued access to Outreach.

Note

• Use the Current license column to view the expiring licenses
• Users who currently have a license assigned will likely need one of the new licenses assigned, unless they no longer need Outreach access
• Only users with Engage or Admin licenses can have add-ons

Using CSV import with users

1. Download the file with the  list of all active  users and review the available licenses.

2. Edit the .csv file. Fill the column New License with appropriate license type (e.g. Engage) and fill the column New add-ons with add-on names (e.g. Meet).

   Example of how those columns could be populated:

   Current License	New License	New Add-ons
   Optimize	Admin
   Optimize	Engage	Meet, Deal

   
   
   

   Note

   • Only make changes to the “New license” and “New add-ons” columns
   • Only users with Engage or Admin licenses can have add-ons. Assign multiple add-ons to a user by separating them with commas (e.g., “Meet, Deal”).
   • Leave “New license” and “New add-ons” columns empty for users who do not need licenses
   • You must assign a license to yourself
   • Assign only up to the number of licenses available
   • Don’t add new users to the CSV. They can be added later on the Users page.
3. Import the updated .csv file.
   During the import process, the system will validate your .csv file. If the file is error-free, you'll be able to proceed. If any issues are found, you'll receive a list of invalid elements within the file, which you can review and correct.
4. Review the changes.
   
5. Before completing the migration, you will have the opportunity to review your changes. If necessary, you can go back to any previous step to make adjustments.
   
   

After completing the final step, navigate to your User List. You'll see that the selected users have been assigned their new licenses. If needed, you can make any further changes to the assigned licenses from this page.

Here is an example of how the user list and licenses looked like before the migration; see the column Licenses.

Here is an example of how the user list and licenses look like after the migration; see the column Licenses and Add-ons.

Additional Information

• Admins should allocate sufficient time to complete the migration process. For larger organizations, the process may take longer than one hour.
• If the imported .csv file contains errors, the system will halt the import and provide an option to download a detailed error report. This report will allow the admin to easily identify and correct any issues before reattempting the import.