PROKON's License Manager Tool Guide - How to create a new LIMA? This guide enables all our users to manage their licenses from one point.
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License Manager Guidelines PROKON License System
1 1
Licensing structure
Web Interface
2 2 3 3 4 4 6 7 8 8 8 8 9 9
Dashboard
Administration – Accounts Administration – Users
Creating and Managing Licenses
Adding a new license Editing existing licenses
Disabling licenses
License and Set Administration – Customer workflow
Account Administrator
License Manager License Set user
License Set assignment workflow
Offline License sessions
PROKON License System The License manager web interface will be used to check and manage existing licenses and create new licenses. The processes are detailed in this document. LICENSING STRUCTURE The licensing structure is outlined below.
The license manager works on a hierarchy, with permissions and functions defined per level. Certain of these functions are only available to Prokon staff, while others are specific to end-users, and some features are available to both. Organization This is the main company. It is the first level on the hierarchy and is populated from CRM. Account Accounts can be used to classify branches, departments, or divisions. Accounts are sub- entities of an Organization and are populated from CRM. Account Administrator Each Account needs at least one Administrator. The administrators can change account descriptions and add License Managers. Account Administrators are assigned by Prokon staff and are end-users. License Manager License managers assign seats to end users. A License Set seat is consumed by the end user when they initialize a session in PROKON.
User Each user will consume a seat of a set when they create a session in Prokon License Manager. License Types Prokon offers two license types, detailed below: STATUS DESCRIPTION Purchase Purchase software usage rights Maintenance is available for latest updates, new releases, and product support If maintenance expires, no updates are available, and no support is offered Rental Product usage is rented Various rental terms available Includes updates, new releases, and product support The license use types are detailed below: USAGE TYPE DESCRIPTION Commercial Used for commercial purposes
Issued for software evaluation Relatively short duration Can be used commercially Issued to educational institutions Used by lecturers and students Not for commercial use Issued to individual students Not for commercial use Issued for software training Not for commercial use
Trial
Educational
Student
Training
Issued to partners and resellers for demonstration purposes Not for commercial use
Not For Resale (NFR)
Issued to PROKON Developers Not for commercial use
Developer
Web Interface The web interface is dynamic and changes according to permissions assigned, displaying information relevant to the user. DASHBOARD The Dashboard is the “landing page” when logging in to the web interface. Dashboards are dynamic and display data depending on the assigned roles. The following sample information is displayed on the Prokon Staff Admin Dashboard: User logins in the last 24 hours Server name ProkonID Previous login
ADMINISTRATION – ACCOUNTS This is a list view of all existing accounts that have been migrated from CRM. This list cannot be edited. Individual account management is accessible by clicking the Account Name. Account properties can be edited, and Account Administrators and Account Licenses can be added on this page. ADMINISTRATION – USERS This list displays all users that have been added to the system. As customers add users, they automatically appear in the User list. This list cannot be edited directly. Clicking on the user email address will open the User profile. Users are deleted in this interface by clicking “Anonymize”. Anonymize is generally used only when a user requests to be removed from the system. This is in line with POPIA and similar legislation. Only Prokon Admins will have access to this feature.
Creating and Managing Licenses Licenses can be in a status as defined in the table below STATUS DESCRIPTION Work-in-Progress (WIP)
Manage sets, bundles, and modules
End users cannot be added/removed (Admins, managers or set users)
License is not available to end users
Pending
License cannot be modified (Dates, sets, bundles, modules)
Still not visible to end users
Users cannot be added/removed License information is checked
If rejected, returns to WIP
Only Order Management users can activate the license
Active
Available to end users
Admins, managers and set users can be added
Seat usage is tracked
Disabled
No longer available for modified No longer available to end users
Various reasons are available for disabling a license End users can see the reasons in the web interface
ADDING A NEW LICENSE 1.
Select the account where a license is to be added
2.
Under Account Licenses, click Add
3. Specify the relevant information in the pop-up dialogue and click OK to create the license and load the configuration page
4. Under License Data, the name and description can be edited NOTE: The status is set to Work in Progress. 5. Under License, the date of validity can be set 6. Scroll to License Sets, and click Add
7. Select the License Set Type from the drop-down list 8. Rename the set and provide a description if required, and click Ok to create the set 9. On the License Set page, the Name and Description can be edited under License Set Details 10. Under Summary, specify the number of seats the customer is subscribing to
11. Select either Modules or Bundles to be included in the set as per customer order NOTE: License Set users can only be added by License Managers
NOTE: Bundles can only be assigned to rental licenses. Bundles are dynamic and will be updated if additional features are added to them in future. 12. Return to the License page 13. Confirm that all license details are correct and match the order and click Finalize NOTE: Do not click Finalize if license sets have not been added. This will create a blank set. 14. The license will be made available for approval or rejection. If the order is correct, click on Activate. If changes need to be made, click Reject to return the license to WIP status EDITING EXISTING LICENSES Editing licenses will create a WIP copy of the license and keep the current license active. This allows users to continue working while the license is updated. 1. Access the Account that hosts the license in question 2. Access the license that needs to be edited 3. Click Create New Revision and provide a reason for the revision 4. Descriptions for revisions are mandatory if the Reason is Other
5.
Click Ok to create a copy of the license
Note: This copy is in WIP by default. 6. Make changes as required, and follow steps 10-14 in the previous chapter 7. The latest revision will now reflect in the Account Licenses table.
NOTE: Licenses cannot be deleted for record-keeping purposes. Use the sandbox environment for testing. Do not create sample licenses on the main database. DISABLING LICENSES 1. Select the license that needs to be disabled 2. Provide a reason and description for disabling the license
NOTE: A disabled license can only be re-activated by Prokon users with Order Compilation, Order Management or Admin permissions. A new revision will be created.
License and Set Administration – Customer workflow The license usage is determined by the customer. The Account Administrator is nominated by the customer and assigned by Prokon staff. Account Administrators assign License Managers. License Managers then assign end users to sets. In the case where an Account Administrator will also be a License Manager, they need to add themselves as License Manger. Where an Account Administrator is also an end user, they need to add themselves to a set as well. But they first need to assign themselves as License Manager.
ACCOUNT ADMINISTRATOR An Account Administrator can edit the description for both Organization and Account. They are also responsible for adding license managers to relevant licenses. A user can be assigned as Account Administrator for multiple accounts. Account Administrators can only be added by Prokon staff. LICENSE MANAGER A License Manager is responsible for assigning sets to end-users. A License Manager can be assigned to manage licenses across multiple accounts. LICENSE SET USER The Set User is assigned by a License Manager. They can access all the sets that they are assigned to. Set users can be assigned multiple sets, from multiple licenses, across multiple accounts. The licenses in use are chosen in License Manager.
LICENSE SET ASSIGNMENT WORKFLOW NOTE: In-depth customer-facing steps provided in PROKON License Manager user guide. 1. The Account Administrator selects the account to be managed 2. The Account Administrator selects the license that must be edited 3. A License Manager is assigned according to their internal requirements 4. The License Manager selects which license is to be assigned to end users 5. A License Set is selected, and Set Users are added 6. In License Manager in Calcpad, the end user chooses the license and sets to be activated for that session 7. If the users have registered and activated their accounts, the sets will be available immediately 8. If users have not been registered, they will receive the following emails: a. Welcome to PROKON email b. Notification of new license set user 9. To activate their account, a new user must follow the below steps: a. In the Welcome email, click on Login Now b. In the Login screen, confirm their email address and click on Submit c. Refer to their email account for the confirmation email, and click on “Confirm My Email Address” d. Specify and confirm a password, and click Submit e. Log in to their PROKON Account f. Accept all T&C’s g. Complete Profile Information h. Set communication preferences i. Confirm seat assignment 10. Launch PROKON, and open PROKON Lima 11. Select which license to use, and which sets to use from that license. NOTE: License sets can be combined across multiple licenses if all licenses are of type “Commercial” OFFLINE LICENSE SESSIONS Prokon provides the option for an offline license session if a user will be working without an active internet connection. The workflow is as follows: 1. On the computer requiring offline access, the user navigates to License Manager software > Account tab > Advanced 2. Click on Create request file 3. Save the request file on a USB drive or similar 4. On a computer with internet access, login to the Prokon license system 5. Navigate to New License Session 6. The request file is uploaded, and sets are chosen for offline use 7. The session file is exported, saved, and transferred to the offline computer 8. Import the session file using License Manager
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