Product Tip of the Month - Proliance®
Managing Your Proliance License Count
By Mark Lewis, Proliance Application Specialist
Need help managing your Proliance license count? Wondering how many licenses you have left to use? And what determines if a license has been allocated?
By combining the use of Proliance Licensing Reports and filtering register views, you can easily see how many licenses your company is using and where you need to make changes in your allocations.
Reports
The two key reports that will help you manage your license count are the ‘Current License Type Summary’ and ‘User Licenses’ reports. Both reports are found within the Organization workspace under the Reports menu and the User License & Login Data register.
Current License Type Summary Report - This report displays the total number of each license type that you have purchased and what you have assigned to your existing users within Proliance. Running this report will help you know if you are out of licensing compliance with the number of licenses that your company has purchased. It will also help you plan for future growth with Proliance within your organization.
For example on line 8 below, shows that you have purchased 100 Standard PPM licenses and have only used 7 of the 100 available licenses.
User Licenses Report - If you need to know exactly who the users are and which license type they have been assigned, you can run the ‘User Licenses’ report. You can then go into the Address book and find the user and adjust or remove the license that is associated with their account if needed.
Register Views
Creating two different register views at the Org level as seen below is recommended. The views need to be created in both the Contacts and the Staff registers. The first view should include the Display Name, Company, Current State, License Type, and License Group Name. This view will list each user and the types of license that they are assigned. The user will be listed multiple times if they are using more than one License Type.
First View -
The second view should be a copy of the first view but sorted by License Type. This will allow you to focus on a specific license type that you may need to decrease.
Second View -
Removing Licenses
The final task in managing licenses is to remove any license that is not needed for specific users.
To completely remove all licenses for a user, you will need to click on the ‘Account Options’ button of the Staff or Contact document (on the Account page), and change their Account Type to ‘None’. Then save the document.
Here are some different scenarios of when a license can be removed/updated and what to do in each situation -
- The user no longer needs access to Proliance, and they will not need to be part of a project - After changing their Account Type to ‘None’, workflow the document to the Deactivated state and Save and Synchronize to update all projects that the user has been exported to.
- The user still needs to be part of the project picklist, but does not need to log into Proliance - Change the Account Type to ‘None’ but do not deactivate the user. Save the document.
- The user was given the wrong license type and needs to be changed from Standard PPM to Contributor PPM - Edit the document and toggle the drop down for the license type. Then save the document.
- Adding or removing access to Brava, Cognos, or Scheduling - The license for ‘Proliance View & Redline’ (Brava), ‘Analytics’ (Cognos), and Scheduling are turned on or off by checking the box next to each item.
Note: Licensing information is stored at the Organization level, and therefore you only need to save the documents when updating this type of information in a Staff or Contact document. If you were updating information on these documents, such as State, then you will need to Save and Synchronize.
Also remember that the current state of a document does not affect whether a user is designated as using a license or not. The user could be Inactive and still take up a license slot. You must select the Account Type = ‘None’ to completely remove license usage or uncheck the appropriate boxes or selections.
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