Software Key Management Portal User Guide

Transcription

1 Software Key Management Portal User Guide

2 GGY AXIS 5001 Yonge Street Suite 1300 Toronto, ON M2N 6P6 Phone: Toll free: GGY-AXIS Fax: Web: Table of Contents 1. INTRODUCTION ACCESSING THE PORTAL PORTAL OVERVIEW ADMINISTRATIVE TASKS ASSIGNING LICENSES MOVING USERS REVOKING LICENSES REVIEWING USER ACTIVITY ADMINISTRATION HELP i -

3 1. Introduction GGY has an online Software Key Management portal to manage AXIS licenses. The Software Key Administrator interface allows you to manage and monitor your AXIS population yourself. As administrator, your responsibilities include: Assigning new normal or temporary/co-op licenses Revoking licenses for users who no longer require AXIS long-term Monitoring AXIS license activation status, and revoking dormant AXIS licenses Approving any new license assignments, changes in license status, or assignment of licenses that are not Normal or Temporary/co-op. Approval can come from any registered administrator for your company division. Requesting changes to your company s license configuration, if required Changes to a company license configuration require involvement of GGY support staff. These include, but are not limited to: Moving users between company divisions that you are not administrator of Reassigning licenses to users who have previously had their licenses revoked Changing the name of your company division, or creating new divisions Assigning licenses different from the ones you already have access to (such as temporary licenses of type consultant) Adding or removing licenses from the total licenses assigned to the division Adding or removing administrators for your division Adding or removing reviewers for your division Adding or changing the associated domain for the division (covered in Assigning Licenses) Detailed information about AXIS license software keys is available in Knowledge Base article AXIS User Based Software License Keys. 1.1 Accessing the Portal You can access the portal by signing into our client area and selecting Manage AXIS software key licenses from the Administrator Options area: Alternatively, you can access the portal directly at: When accessing the portal directly, you must login with your GGY Web account username and password. If you are unsure about the login information, you can recover your account information on our website. If you are not currently an administrator for your division, you will not be permitted to access the portal. Your company administrator should contact us to add you as administrator. Page 1 of 5

4 Figure 1 - Login Page 1.2 Portal Overview Once you have successfully logged into the Software Key Management screen (see Figure 2), you will see the following: Figure 2 - Administrator Software Key Management Page 2 of 5

5 The top of the page has a small door icon on the right side. Click that door icon to logout from the portal. If you are the administrator of multiple company divisions, you will be able to choose the division to manage by clicking the dropdown menu next to You are managing. By default, only licensed users are displayed. That can be changed by selecting the drop box at the top (just under the Status header) and switching to the desired listing. The following information is present on the main list of the screen: First Name Last Name Address Logins License Type Usage Activation Expires License Expires Revoke User first name User last name User address Number of logins or system identifiers (SIDs) allowed for the license One of Normal, Temporary This field is meant to indicate the key usage, and is tied to the License Type field as follows: Normal Normal, Temporary Temp/Trial/Training/Consultant/Co-op/Intern Date of the next license activation. License activations must be renewed after the activation expires. This field is only populated for Temporary users, and contains the date the temporary license expires. The license will be automatically revoked at that time. Click this link to revoke a license from a licensed user, returning their license to the pool of available licenses. You are asked to digitally certify that the user will no longer use AXIS without first obtaining a new license. Click "Revoke" to complete the request - that will change the user s license status to "revoked" and return their key to your inventory. On the right side of the screen is the following: Key Summary User Activity Help Report Administrators Reviewers An unlicensed user who previously held a Temp - Co-op/Intern license can have their license reassigned by the administrator once to a maximum of 1 year from the date of reassignment. Note that all other revocations are permanent - you cannot reassign a license to a user without contacting GGY. Total number of license keys; Number of Assigned Keys and Number of Available Keys. Click the Add User button if you need to add a new AXIS user. Click Move User to move a user between divisions of the same company. This option will only be allowed if you are an administrator of both divisions (the current and the desired division). Click View Activity Log to view recent license activity. Click View Help Text to view online help. That will open in a new browser tab. Click Activity Report to see a summary report of the division. Lists all registered administrators for this license division. Administrators have access to this portal and the reports area. Lists all registered reviewers for this license division. Reviewers have access to the reports area only. Page 3 of 5

6 2. Administrative Tasks This section briefly describes the various administrative tasks that are available through the portal. For more detailed, step-by-step instructions, refer to the online help text available in the portal. 2.1 Assigning Licenses To successfully license AXIS, a user needs 3 things: 1. An entry in the GGY contact records 2. An active GGY website user account 3. A software license key assigned by their key administrator When you assign a license to a user, the wizard determines if any or all of the three requirements above exist. If they don t exist, the wizard displays various dialogs to gather required information. At a minimum, the administrator needs the user s full name and company address. Optionally, the administrator should have some knowledge of the division the user will belong to and their phone number (so GGY can provide better support). The division selected when adding the user to our GGY contacts will not change the software key division, instead it is used for our internal records to denote where the user is geographically located. You will only be able to manage registered domains (the "@yourcompany.com" part of the address) that have been assigned to your division by GGY. If you attempt to add a user with an domain that has not been assigned to your company, you will receive an error message and you will have to contact GGY to have that changed. If you attempt to add a user who has previously had their license revoked, you will receive an error message. To reassign a license to a user, you need to contact GGY. The one exception to that rule is temporary licenses of usage Co-op/Intern, which can be reassigned once. Click Add User on the right side of the portal to open a dialog to add the user and assign the license. 2.2 Moving Users Users can only be moved between divisions of the same company. To move users between company divisions, the administrator should be registered for more than one division at the same company. Select the user to move before clicking the Move User button on the right side of the portal page. That will open a dialog to move the user. 2.3 Revoking Licenses Users with currently assigned licenses can have their license revoked at any time by an administrator through the portal. Revocation is instantaneous from the licensing server side there is no synchronization that has to occur. However, the AXIS software on the user s computer will not register the revocation until the current activation period expires or license activation/renewal is triggered on the server running AXIS. 2.4 Reviewing User Activity There are multiple ways administrators can review licensing activity in their division: By reviewing their licensed users, by reviewing logs of recent licensing activity, and by reviewing reports. Administrators can review AXIS usage by viewing the active user list and assessing the activation expires date. If a user s activation has expired more than a year ago, it s likely they are not using AXIS any more. Also, if a user has not yet activated their license after about a quarter, then they are also not likely to be using AXIS. Page 4 of 5

7 For information on user list fields, see Portal Overview. Administrators can inspect the activity log for a snapshot of licensing activity across their division, reviewing recent activation attempts, or other informational activity. That is useful when a specific user is having problems activating their license. There will typically be useful messages about the user s license in that log, such as: The user s license is inactive, the user is trying to activate under a new workstation login, or the user doesn t have any activations left. That will help diagnose license activation issues. For information about the activity log configuration, see the online help text mentioned in Administration Help. By reviewing division reports, an administrator or a reviewer can look at reports of users across all divisions s/he has access to or across a specific division. The report will show a summary of licenses available/in use, lists of administrators and reviewers. It will also show a list of currently active users in the division(s) and a configurable list of users who were added/revoked/reassigned across a configurable date range. For information about reports, their headers and user interface, see the online help text mentioned in Administration Help. 2.5 Administration Help To access the help text, click View Help Text located on the right side of the portal administration page: That will launch a separate browser tab, displaying more help text about the portal and the various areas. You can download the help text to a PDF file at any time by clicking Download at the top. Similar topics are covered there as in this document. The Administration Help document covers further details about software key administration and monitoring. Please see details online. Page 5 of 5