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Licensing

The License menu can be accessed at Setup > License. From here you can request new licenses, manage existing licenses, view license usage, and configure a notification email when lack of available licenses prevents a login.

Agiloft licensing offers explicit license assignment, but also dynamic license assignment based on user permissions and license availability. Each license tier grants certain access and capabilities. 

  • Assigned and Floating licenses grant full access to the power user interface, including table and system administration and the authority to edit edit records owned by other users.
  • Self-serve licenses grant limited access to the power user interface, including requesting and generating contracts and the authority to create and edit their own records.
  • Read/Request licenses grant access only to the end user interface, and allow the user to request but not generate contracts, and to create and edit their own records.
Note that a license is only one layer of user permissions, and while a more restrictive license can prevent a user from exercising administrative powers, a less restrictive license does not grant a user any access beyond what they are granted by group membership. So, for example, a member of the admin group can perform admin functions because of their group membership, provided they are able to log in with an Assigned or Floating license. In contrast, a vendor who is part of an end user group with limited permissions will not have any additional system access if they are allotted a Floating license when they log in.

For information about the different editions of  Agiloft, contact sales@agiloft.com or see our pricing page.

Request New Licenses

To request a new license:

  1. Log in to your knowledgebase as an administrator.
  2. Click the Setup gear in the top-right corner and click License.
  3. Click Request a New License.
  4. Fill out the form to request new licenses. In the comments section, note which edition of Agiloft you've subscribed to.

    If you have any pricing or licensing queries, please contact sales@agiloft.com.
  5. Confirm the default Hostname, IP, and Database, then fill out the contact information to receive your licenses.
  6. Click Submit Request.
  7. Check your email inbox. After the license request is approved, you will receive an email containing the license keys for you to install.

Note that you can define where the user is brought after requesting a new license on a KB and server level using the  Manual License Request URL  global variable.

Manage Licenses

From the License Management screen you can install and delete licenses, view license parameters, and manage assigned licenses. 

Install Licenses

To install a license:

  1. Go to Setup > License > Manage Licenses.
  2. Click New.
  3. Copy and paste the License key from your email into the input box.
  4. Click Install License.

Manage Assigned Licenses

Here, you can see your available licenses and manage the assignment method. In many cases, it's useful to proactively assign licenses to key personnel, like administrators, and then configure the system to automatically assign licenses to users as they access the system.

  1. From the License Management screen, click Manage Assigned Licenses for the appropriate license. This button only appears for licenses that are tied to individual users.
  2. Select the assignment policy:
    • Automatically when a user logs in, if the user meets this saved search:
    • Automatically when a user record is created that meets this saved search: When a user record is created or saved, if that record meets the saved search criteria, if one of these licenses is available, the license is assigned to that user. Note that when you select this option for the first time, the system also automatically assigns a license to each existing user record that meets the criteria.
    • Wait for them to be assigned by an admin: This disables all automatic assignment. To manually assign licenses, click View/Manage Assigned Licenses.
  3. Click View/Manage Assigned License to manually assign licenses to users. You can do this for as many or as few as needed.
    1. In the window that opens, click the look-up icon to search for a user.
    2. Select the user and click Add. The window updates to show a list of all the users you've selected so far.
    3. Repeat these steps to list additional users. When you have a complete list, click Assign Selected Users to assign licenses to all of them.
  4. Click Finish to apply your selection to the license assignment.

License assignment logic

When a user logs in, the system evaluates your assignment policy, the user's group memberships, and the available licenses to intelligently offer the user the maximum appropriate system access. 

  • If the user has an assigned license, the system reviews the user's group memberships to confirm the license is appropriate. For example, if the user is currently assigned a Read/Request license, but they are in an Assigned/Floating group, the system attempts to allocate an Assigned license for the user instead. If that fails, or your Assigned licenses don't allow automatic provisioning, the system tries to grant a Floating license next. This proceeds until a more privileged license can be assigned to the user, or until all other options are exhausted and the current license is used instead.
  • If the user does not have an assigned license, similar logic is used to attempt to assign the most privileged license type that is appropriate based on the user's group memberships. If no suitable license is available, the system attempts to grant a less privileged license type, again based on group memberships. 
  • If there is no available appropriate license, the user cannot log in, and the system sends an automated notification if one is configured.

View license details

From the Licenses Management screen, click the magnifying glass to view any of the license types and see more information about them, such as their start date, number of users, and number of minutes before the license is considered inactive.

For floating licenses, the inactivity timeout is usually short, so that other users can take those licenses when needed. Assigned licenses stay assigned for a default span of 30 days (or 43200 minutes) before they are automatically released. If an assigned user does not log in to the system for that period, the assignment is removed and must be added back manually.

Terminate User Licenses

Terminating a user's assigned license will prevent them from logging in to the system under that license, and frees the license so it can be assigned to another user. Note that if you have other available licenses that apply to that user, such as a floating license, the user can still access the system under other allowed licenses unless you otherwise restrict their access.

There are two ways to terminate user licenses.

Immediately terminate a user's license

  1. Go to Setup > License > View Usage to open the License Usage screen
  2. Select a user.
  3. Click Terminate a user on the action bar. Click OK in the confirmation dialog. The user's lock on the license will expire after 24 hours unless they log in; after 24 hours the the license will be available for assignment to another user.

Terminate multiple licensed power users

  1. Go to Setup > License > Manage Licenses. This screen shows the currently available license types.
  2. Click Manage Assigned Licenses for the appropriate license type, typically power user.
  3. In the next screen, click View/Manage Assigned License.
  4. Use the checkboxes to multi-select users, then click Terminate a user.
  5. Click OK in the confirmation.

View License Usage

To view license usage, go to Setup > License > View Usage. This screen shows a list of all users currently using a license, the date of their last login, and other license usage details.

In the license usage screen you can:

  • Terminate user licenses
  • Log a user out
  • Log out all users

Configure "Out of Licenses" Notification

This email notification is sent when lack of licenses prevents a user from logging in. To configure the notification, go to Setup > License > Out of Licenses Email. From here, you can select teams and users to receive the notification; you can also configure the From address, subject, and body of the notification email.