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URL: https://support.google.com/vault/answer/3220205

⇱ Assign Vault licenses - Google Vault Help

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Assign Vault licenses

To search, hold, export, or retain a user's Google Workspace data with Google Vault, the user must have a Vault license. If your organization has a Google Workspace edition that doesn't include Vault licenses for everyone, you can buy add-on licenses and assign them to users in the Google Admin console. You can assign licenses to all users in a domain (full-domain licensing) or individual users or organizational units (partial-domain licensing). To decide who needs a license, review the business and legal requirements for your organization.

Before you begin

  • In the Admin console, under Billing, make sure you have Vault licenses available. If not, buy Vault licenses for your organization.
  • If you use partial-domain licensing, you have a specific number of licenses available to assign to users or organizational units. That number can't be exceeded, and you can't auto-assign Vault licenses.

Assign Vault licenses

You can automatically assign Vault licenses to all users and any users you add later.

  1. Sign in with an administrator account to the Google Admin console.

    If you aren’t using an administrator account, you can’t access the Admin console.

  3. Click Google Vault.
  4. Click the Down arrow 👁 Image
     and select On.
  5. Click Save.

If you’re assigning licenses to a lot of users, you can create a CSV file with a list of the users.

  1. Sign in with a super administrator account to the Google Admin console.

    If you aren’t using a super administrator account, you can’t complete these steps.

  3. Click Google Vault.
  4. Under License settings, confirm that Auto-assign is set to OFF. If not, click Manage licensing settings and set it to OFF. Then, return to the Google Vault subscription page.
  5. Click Assign licenses.
  6. Click Download User Info in CSV file. A CSV file with all your users downloads.
  7. Edit the file to add the Vault license in the license column for each user you want to assign a license. Learn more
  8. Click Attach CSV File and select the CSV file you updated.
  9. Click Upload.

If you add new users to Google Workspace after you complete these steps, repeat the steps to assign Vault licenses to them. If you use all of your licenses, contact your account manager or reseller to increase your order.

  1. Sign in with a super administrator account to the Google Admin console.

    If you aren’t using a super administrator account, you can’t complete these steps.

  3. Click Google Vault.
  4. Under License settings, confirm that Auto-assign is set to OFF. If not, click Manage licensing settings and set it to OFF. Then, return to the Google Vault subscription page.
  5. Click Assign licenses.
  6. To assign Vault to individual users:
    1. From the list or search results, check the box next to each user.
    2. At the top of the list, click More👁 and then
      Assign licenses.
    3. Select Google Vault.
    4. Click Assign.
  7. To assign Vault to all users in an organizational unit:
    1. At the left, click Users from selected organizational units and click the organizational unit. To select multiple organizational units, click Select multiple.
    2. At the top of the list, click More👁 and then
      Assign licenses.
    3. Select Google Vault.
    4. Click Assign.

    Note: When you add new users to the organizational unit, they aren't automatically assigned Vault licenses.

Manage Vault licenses

  1. Sign in with a super administrator account to the Google Admin console.

    If you aren’t using a super administrator account, you can’t complete these steps.

  3. Click Google Vault.
  4. Click Assign licenses.
  5. Click Add a filter👁 and then
    Assigned license👁 and then
    Google Vault.

Before you remove any licenses, make sure that you understand the implications. For details, see Vault license FAQ.

  1. Sign in with a super administrator account to the Google Admin console.

    If you aren’t using a super administrator account, you can’t complete these steps.

  3. Click Google Vault.
  4. Click Assign licenses.
  5. To remove Vault licenses from individual users:
    1. From the list or search results, check the box next to each user.
    2. At the top of the list, click More👁 Image
      👁 and then
      Remove licenses.
    3. Select Google Vault.
    4. Click Remove.
  6. If you want to remove Vault licenses from all users in an organizational unit:
    1. At the left, click Users from select organizational units and click the organizational unit. To select multiple organizational units, click Select multiple.
    2. At the top of the list, click More👁 and then
      Remove licenses.
    3. Select Google Vault.
    4. Click Remove.

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