Manage automatic assignment rules

  To set up automatic assignment rules, sign in to the Adobe Admin Console and navigate to Products > Products access automation > Automatic assignment rules.

Overview

By setting up automatic assignment rules, System Administrators can automate the process of assigning specified Adobe products and services to users in their organization. These rules allow a select set of users to gain immediate access to a product when they request it from an entry point indicated by the administrator.

Currently, users can request access to Adobe apps and services from the following surfaces:

• Creative Cloud desktop app
• Creative Cloud on the web (desktop only)

Adobe will continue to add more applications to this list.

To have a more granular level of control over product assignment, you can choose to review each product request that the users send instead of setting up assignment rules. Learn more about the end-user request access experience.

Add automatic assignment rules

As a System Administrator, you can set up automatic assignment rules to automatically approve and provide the requested product or service to users in your Admin Console. Enterprise administrators can also set other eligibility criteria based on selected domains or directories instead of setting the rule for all users in the organization.

What happens when there are no more available licenses for a product?

  Teams contract or VIP contract with Team products:

• System Administrators are shown a warning in the Admin Console to Buy More licenses. 
• Administrators see an error in the Admin Console and receive an email notifying them that licenses are not available for an active rule when a user requests access to a product that has no available licenses. The requesting user is notified by email that no licenses are available to fulfill their request and that their organization's administrator has been made aware.
• Users can re-request access to a product and are automatically granted access if more licenses have been added to their organization.

  VIP contract with Enterprise products:

• System Administrators are shown a warning in the Admin Console to Buy More licenses. 
• Administrators see an error in the Admin Console and receive an email notifying them that licenses are not available for an active rule when a user requests access to a product that has no available licenses. The requesting user is notified by email that no licenses are available to fulfill their request and that their organization's administrator has been made aware.
• Users are automatically granted access in the order of their request, once more licenses are made available. The users are notified via email when they get access.
• To view the list of pending users awaiting access, navigate to Admin Console > Products, choose a product, and select NO ACCESS. In the Users tab, administrators can check for users who no longer need access to the product, and remove them to free up licenses.

• If your contract allows over-delegation, licenses can be over-assigned beyond the number included in your contract.
  
• Any eligible user who requests access or follows a product access URL receives automatic approval regardless of the number of licenses remaining in the organization.

Edit an automatic assignment rule

System Administrators can edit an existing assignment rule to generate a new product access URL or modify the following:

  Teams product: associated product and user access option

  Enterprise product: associated product, product profile, set of eligible users, and user access options

Remove or pause an assignment rule

Pausing or removing a rule does not affect the users who have been previously provisioned a license via automated approval.

Common errors

The following are common errors that may be experienced when creating, editing, or managing rules and how to mitigate them:

Frequently asked questions

Why would I set up an automatic assignment rule instead of enabling product requests for my organization? 

Using automatic assignment rules is recommended if there is a product that the organization is willing to auto-approve and provision to a defined set of users. Product requests allow a System Administrator to first review a request prior to approving or denying based on the user’s needs.

Where can a user request access to a product from an administrator?

Users can request access to Adobe product licenses using the Creative Cloud desktop app or Creative Cloud on the web. The option appears based on the configurations established for each feature by their organization’s administrators. Adobe will continue to add more applications from which users can request access.

Can I have automatic assignment rules and product requests enabled simultaneously?

Automatic assignment rules for specific products can be set while the product requests are also enabled for an organization. The auto-assignment rule takes precedence if a user qualifies for a rule.

Why am I unable to choose directories or domains for user eligibility when setting up a rule?

The option to choose specific directories or domains for rule eligibility is only available when an enterprise product is chosen for the rule. The option to choose eligible users defaults to All Users in This Organization if the product selected is a teams product.

Why can I choose product profiles for some products and not others when setting up a rule?

Only enterprise products require selecting a product profile to create a rule.

What type of notifications do users receive when their request is automatically approved?

Users will receive an email notification confirming that their request is approved and another one when the license is available for use with their Adobe account.

What action do I take after receiving an email alerting me to purchase more licenses to continue automatically fulfilling requests?

If you receive an email alerting you to purchase more licenses, it means that an active rule has no more licenses available to automatically provision to requesting users’ accounts. Once more licenses are made available, users are granted access to a license either automatically or by re-requesting, based on the contract type the product is part of.

Will users still receive automated access to requested products if there are no licenses available for that product?

Users will not receive automated access to a requested product until an administrator makes more licenses available to fulfill outstanding requests for an automatic assignment rule.

What happens if I pause or remove a rule?

Pausing a rule deactivates it until resumed while removing a rule permanently deletes the rule and settings from the Admin Console. Pausing or removing a rule does not affect the users who were previously granted a license via automated approval.