Merge pull request #2517 from TerryGLee/tglee-vssubscript

[subscriptions] update the Assign Licenses page

Author: rjagiewich

subscriptions/assign-license.md

@@ -1,59 +1,91 @@
 ---
 title: Assign licenses to Visual Studio Subscriptions | Microsoft Docs
-author: evanwindom
-ms.author: jaunger
-manager: evelynp
-ms.date: 10/03/2017
-ms.topic: Get-Started-Article
+author: TerryGLee
+ms.author: tglee
+manager: douge
+ms.date: 07/16/2018
+ms.topic: conceptual
 description:  Learn how administrators can assign licenses to subscribers
 ms.prod: vs-subscription
 ms.technology: vs-subscriptions
 searchscope: VS Subscription
 ---
 
-# Assigning licenses in the Visual Studio subscriptions administrator portal
+# Assign licenses in the Visual Studio subscriptions administrator portal
 
-As a Visual Studio subscriptions administrator, you can use the Visual Studio Subscriptions administrator portal to assign subscriptions to individual users.  
-You can assign them one at a time, or use the "bulk add" feature to upload lists of subscribers with their subscription information quickly and easily. 
+As a Visual Studio subscriptions administrator, you can use the administrator portal to assign subscriptions to individual users and groups of users.
 
-## Assigning a single user
-If you have available licenses for Visual Studio subscriptions, you can assign these licenses to new users for them to access their subscription benefits. 
-1.  Sign in to the [administrator portal](https://manage.visualstudio.com)
+For groups of users, you can assign subscriptions to them one at a time, or use the **Bulk Add** feature to upload lists of subscribers with their subscription information quickly and easily. 
 
-2.	To assign a single Visual Studio subscriber, at the top of the table, click **Add**.
-   
-3.	Enter the information into the form fields for the new subscriber. If your organization is using Azure Active Directory, this field acts as a search function to find people in your current directory so you can select the correct user from the search results. Once you select that person, their name, sign-in email and notification email will automatically populate as you see below. 
+## Individual assignments
 
-    If your organization is not using Azure Active Directory (Azure AD), but has a different email for receiving emails than the one to be used to sign in, you have the option for entering it here. Select the hyperlink labeled “Add a different email for receiving communication”. 
+Here's how to assign a Visual Studio subscriptions license to to a new user so that they can access the subscription benefits.
 
-    **Access to Downloads:**  
-    If you want this subscriber to have accees to software downloads when they sign into the [Visual Studio Subscriptions Portal](https://my.visualstudio.com?wt.mc_id=o~msft~docs), make sure to leave the downloads toggle enabled. If you choose to disable downloads, the user will not have access to software downloads, but will still have access to all other benefits included in the subscription. 
-    
-    When you’re done choosing the options for this subscriber, click **Add**.
+1. Sign in to the [administrator portal](https://manage.visualstudio.com).
 
-    <img alt="Enter subscriber information" src="_img\assign-license-add\add-subscriber-1.png" style="border: 1px solid #CCCCCC" />
-    <img alt="Enter subscriber information" src="_img\assign-license-add\add-subscriber-2.png" style="border: 1px solid #CCCCCC" />
+2. To assign a license to a single Visual Studio subscriber, at the top of the table, select **Add**.
 
-4.	After adding the subscriber, an Assignment Email will be automatically sent to the new subscriber with further instructions. You can send the Assignment Email again at any time by selecting the subscriber and clicking the **Resend** button in the top menu.
+   ![Add a single subscriber](media\add-single-subscriber.png)
 
+3. Enter the information into the form fields for the new subscriber. If your organization is using Azure Active Directory, this field acts as a search function to find people in your current directory so you can select the correct user from the search results. After you select that person, their name, sign-in email and notification email will automatically populate. 
+
+   ![Add a new notification email address](media\add-new-subscriber-notification-email.png)
+
+   If you want this subscriber to have access to software downloads when they sign into the [Visual Studio Subscriptions Portal](https://my.visualstudio.com?wt.mc_id=o~msft~docs), make sure to leave the downloads toggle enabled in the **Download Settings** section. If you choose to disable downloads, the user will not have access to software downloads, but will still have access to all other benefits included in the subscription.
+
+   ![Access to downloads](media\access-to-downloads.png)
+
+   If you'd like to change the language in which the subscriber receives information, you can do so in the **Communication Preferences** section.
+
+   ![Change the language to use when notification emails are sent](media\change-subscriber-communication-preference.png)
+
+   If you'd like to add your own reference notes to the subscription, you can do so in the **Add reference** section.
+
+   ![Add your own reference notes to each subscription](media\add-subscriber-reference-notes.png) 
+
+    When you're done selecting options and entering data for the subscriber, choose **Add** at the bottom of the **Add Subscriber** fly-out.
+
+   ![Choose the Add button](media\add-button.png)
+
+4. After you add the subscriber, an Assignment Email will be automatically sent to the new subscriber with further instructions. You can send the Assignment Email again at any time by selecting the subscriber and clicking the **Resend** button in the top menu.
+
+   ![Resend the activation email to any user or multiple users whenever you want to](media\resend-subscriber-activation-emails.png) 
 
 ## Bulk assignments
-1.	To add multiple subscribers at once, navigate to the **Manage Subscribers** tab. In the ribbon at the top, click **Bulk Add**. 
 
-2. Bulk assign uses a Microsoft Excel template to upload subscribers. In the Upload Multiple Subscribers dialog box, click **Download** to download the template. Always download the latest version of this template. If you use an older version, your bulk upload may fail.
+1. To add multiple subscribers at one time, navigate to the **Manage Subscribers** tab. In the ribbon at the top, click **Bulk Add**.
+
+  ![Add multiple subscribers](media\add-multiple-subscribers.png)
+
+1. Bulk assign uses a Microsoft Excel template to upload subscribers. In the Upload Multiple Subscribers dialog box, click **Download** to download the template.
+
+  ![Download the Excel template to upload multiple subscribers](media\download-template-upload-subscribers.png)
+
+  >![NOTE]
+  > Always download the latest version of this template. If you use an older version, your bulk upload may fail.
+
+1. In the Excel spreadsheet, fill out the fields with the information for the individuals that you want to assign subscriptions to. (*Reference* is an optional field.) Save the file locally after you're done.
+
+  To help ensure a smooth upload, observe the following best practices:
 
-3.	In the Excel spreadsheet, fill out the fields with the information for the individuals you want to assign subscriptions to. Reference is an optional field. If you have filled out any part of the template incorrectly, you should see an error message describing the problem. Save the file locally once done.
-**To help ensure a smooth upload, observe the following best practices:**
     - Ensure that none of the form fields contain commas.
-    - Remove spaces before and after form fields such as users’ names.
-    - Make sure users’ names do not contain extra spaces between two-part first or last names (e.g. two-part first name such as “Maggie May” should not be typed as “Maggie  May” as the system will not trim the extra space.)
+    - Remove spaces before and after form fields.
+    - Make sure user's names do not contain extra spaces between two-part first or last names (for example, if a person has a two-part first name such as "Maggie May", it should be typed as "MaggieMay" because the system won't trim the extra space.)
+
+1. Return to the Visual Studio Subscriptions Administration portal. In the **Upload Multiple Subscribers** dialog box, click **Browse**.
+
+  ![Browse to your saved template to upload multiple subscribers](media\bulk-add-browse-saved-template.png)
+
+1. Navigate to the Excel file that you saved, and then click **OK**.
+
+  ![Upload the Excel template to upload multiple subscribers](media\bulk-upload-subscribers.png)
 
-4.	Return to the Visual Studio Subscriptions Administration portal and in the Upload Multiple Subscribers dialog box, click **Browse**. Navigate to the Excel file you saved and click **OK**. You will see the upload progress on the screen. 
+  An upload progress dialog appears.
 
-    <img alt="Bulk add upload" src="_img\assign-license-add\bulk-assign-upload-2.png" style="border: 1px solid #CCCCCC" />
+  If the template contains errors, the upload will fail, and you will be shown the errors so that you can correct the template and attempt the bulk upload again.
 
-If the template contains errors, the upload will fail, and you will be shown the errors so you can correct the template and attempt the bulk upload again.
-    <img alt="Upload fail" src="_img\assign-license-add\bulk-assign-upload-fail.png" style="border: 1px solid #CCCCCC" />
+  ![Error message if the upload of multiple subscribers fails](media\bulk-add-template-failed.png)
 
-When the upload is successful, you'll see the list of subscribers and a confirmation message.
+  When the upload is successful, you'll see the list of subscribers and a confirmation message.
 
+  ![Confirmation message if the upload of multiple subscribers succeeds](media\bulk-add-template-success.png)