Considerations for User Group-Associated Licensing - System Administration - Cloud - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Essential - Premier - Standard - external - Standard - Premier - Essential

Cloud System Administration

Platform
OnBase
Product
System Administration - Cloud
Release
Foundation 23.1
License
Standard
Premier
Essential

Associating licenses with a User Group enables you to assign specific licenses to users in the User Group and register licenses to their workstations without needing to manually assign or register each license. When a user in a properly configured User Group logs into OnBase(or performs any other action that requires a licensing check), an available User Group-associated license is dynamically assigned to the user or registered to the workstation being used, depending on the type of license.

A properly configured User Group-associated licensing strategy can help ease the administrative overhead of manually distributing licenses to users and workstations in a large environment. Keep in mind the following considerations as you develop a licensing strategy using User Group-associated licensing:

  • Existing workstation-registered licenses and user-assigned licenses take precedence over User Group-associated licenses in terms of license consumption. When a user logs into OnBase, existing workstation-registered and user-assigned licenses are consumed before any User Group-associated licenses.

    Note:

    Existing registered concurrent licenses are handled differently in the OnBase Client and in Core-based applications (such as the Unity Client and Web Client). If a concurrent license has already been manually registered to a workstation, the OnBase Client will consume the existing registered concurrent license before dynamically using a User Group-associated license, but Core-based applications will not use the existing registered concurrent license and will dynamically use a User Group-associated license instead.

  • The list of associated licenses in a User Group can contain any combination of workstation, named-user, and concurrent licenses. When multiple licenses of the same family are specified, they are checked for availability in the following order: workstation, named-user, concurrent. The first available license is used.

  • User Group-associated licenses behave differently based on the license type. The following table summarizes the behavior when a license is assigned to or removed from User Group association:

    License Type

    Associated with User Group

    De-associated from User Group

    Workstation

    Subject to licensing limits, license is registered to the workstation on login, and the workstation registration persists after logout.

    License remains registered to the workstation.

    Named-User

    Subject to licensing limits, license is assigned to the user on login, and the user assignment persists after logout.

    License is revoked on the next login from any previously dynamically-assigned user in the User Group.

    License remains assigned to any manually-assigned user.

    Concurrent

    License is consumed on login, but it is not registered to the workstation. The license is released after logout.

    License is not available for consumption by the User Group on the next login.

  • Because workstation registrations persist after de-association and can only be removed manually, carefully consider including a workstation license in a User Group-associated licensing list. If the User Group is applied too broadly across the total user population, dynamic workstation registrations could deplete the available licenses. The administrator would then need to manually remove workstation registrations to free up licenses.

  • Workstation licenses can be de-registered either on a per-workstation basis in the OnBase Client or on a per-license basis in OnBase Configuration.

  • Consider the total number of licenses available in the system when evaluating how many users need licenses. Licenses are only dynamically assigned if there is at least one available unused license.

  • As with any other user-assigned licenses, if a user has been assigned a combined Workflow/WorkView license (configured in the User Settings dialog box in Configuration), that user-assigned combined license is consumed before any User Group-associated licenses.

  • The Information Management Concurrent Client license can be enabled either by associating it with a User Group in the Associated Licenses tab, or by selecting the license and configuring a License Pool Size in the License Restrictions tab. If you do not need to restrict the minimum or maximum usage of the Information Management Concurrent Client license, it is recommended to enable it by associating it with a User Group in the Associated Licenses tab.