Managing Licenses

Under Policy, you can create policy rules for each protected SaaS application. You can apply a rule to all users or a specific group of users that you define.

Protected and Licensed Users

  • Avanan protects only active user accounts with valid Microsoft / Google licenses and at least one associated mailbox.
  •  For every user account with a Microsoft/Google/other license to any protected SaaS application, Avanan consumes a license from the quota.
  • If Microsoft and Google SaaS applications are protected from the same Avanan account (tenant), and if the same user has a Google account and a Microsoft account associated with different email addresses, then Avanan consumes two licenses for that user.
  • To restrict the list of protected users, see Limiting license consumption.
  • Specific Microsoft entities:
    • Avanan protects group mailboxes, unlicensed shared mailboxes, and other aliases. However, it does not count them for licensing purpose. Do not purchase licenses for these mailboxes.
      • The group name must have an associated email address.
      • Avanan supports these groups for group filtering:
        • Assigned Membership:
          • Microsoft 365 Group
          • Mail-enabled Security Group
          • Distribution List
        • Dynamic Membership:
          • Microsoft 365 Group
    • Avanan does not protect Microsoft Public folders, Mail contacts and Mail users.
    • At the moment, users with licenses only for Microsoft Teams will be protected but will not show up as consuming licenses. However, you must purchase licenses for these users.
  • Specific Google entities:
    • Avanan does not protect email addresses of Google Groups.
      When a malicious email is sent to the email address of a Google Group, Avanan blocks the email from reaching the group members’ mailboxes, as they are protected. However, when you open the group’s web page, the email is accessible.
  • Avanan sync users every 24 hours with Microsoft and Google accounts. So, deleting or adding a user might take up to 24 hours to affect the license count.

Limiting license consumption and security inspection to a specific group

After activating the SaaS application, Avanan inspects emails, messages and files for the selected users in the Microsoft 365/Google account.

To limit the license consumption and security inspection to a specific group:

  1. Sign in to the Avanan portal.
  2. Navigate to Security Settings > SaaS Applications.
  3. Click Configure for Office 365 Mail or Gmail.
  4. In the pop-up that opens, click Configure groups filter.
  5. Select a group selection.
    • All organization - Licenses will be assigned automatically to your user mailboxes.
    • Specific group - Enter the name of the group in Office 365 or Google Workspace containing the user mailboxes or groups of user mailboxes you wish to protect with Avanan.
  6. Click OK.

Manual changes to license assignment

After configuring the licenses for a specific group or to the entire organization, you can choose to assign or remove licenses to specific user mailboxes, if required.

To make manual changes, navigate to Sytem Settings > Licenses.

Note - This menu is not available in the trial mode and when the purchased license is of a pay-as-you-go type.

The Licenses Configuration screen shows the usage status of your licenses and the individual licensing status of user mailboxes.


The License Status column shows if a license covers the user mailbox. To add or remove the license to a user mailbox, click Assign/Un-Assign.

Note – You can select multiple user mailboxes and assign or un-assign a license. The license assignment might take up to four hours to become effective.