License Management

1 Introduction

Comflow license management is the mechanism to control the license rights to Comflow software and users for an installation of Comflow.
Components in Comflow and Comflow applications have license requirements. Based on one or several license files, provided by Corzia, these license requirements are fulfilled by the content in the license file and possibly together with settings in Comflow.

2 License Management Overview

License management is an application in Comflow, which controls license rights within a Comflow installation.
The License management controls:
• If Comflow is allowed to run
• What type of system setup the license covers
• If an application is allowed to run within the Comflow system
• If a user is allowed to use the system
• What functions the user is allowed to use
• If the user is allowed to access the system via the current workstation
The License management also controls the validity period for each license component.
All rights are controlled by one or more license files, which are provided by Corzia, based on the license agreements. The license file needs to be installed, activated and also possibly configured to be valid.
License management is accessed in Comflow under System Administration/Licenses

All Comflow runtimes have a default license for one user, “COMFLOW”, which has Unlimited access. This user can be overridden by another user identity in the sitedef, in order to pinpoint another user, in for example Active directory.
The sitedef propterty is:

2.1 System license

A system license is the total access to a logical system, which can consist of one or several Comflow instances. The license management can handle 2 types of system setups;

1. Single system instance
2. Multiple systems instances (cluster)

This means that a system always has an unique license key in the form of an UUID, to which all other license settings in that system is connected to. The license file. For a multiple system instance license, there is a Cluster UUID in the license file to state the overall system UUID.

2.2 License attributes

All Licenses have the following attributes:

2.2.1 License categories

Licenses can be of the following categories:

2.3 User categories

For License management, the user access settings are a central part, so it is described in more detail.
All users must be named users, i.e. they must be registered in Comflow, via any of the supported user management mechanisms. Then each and every user also must be connected to a user license category within License management.
There are three types of licensed user access:
• Unlimited user
• Functionally limited user
• Workstation user

2.3.1 Unlimited access user

Unlimited users are not limited in any way based on the license. They can thereby use all functions though be restricted in other ways, like via Authorization.
In order to set up an unlimited user, the user must be registered in the user directory that is used in the system. Then the user can be specified as an Unlimited user within License management.
Users can automatically be allocated to an Unlimited user license when they log on Comflow the first time. This is made through the setup of user groups that shall have unlimited user access and if the user belongs to any of those groups, the user automatically gets an Unlimited user access, as long as there are available licenses.

2.3.2 Functionally limited access user

Functional limited users are limited to only use the functions which they have been connected to. Functions are technically Tasks within Comflow.
In order to set up a Functional limited access user, the user must be registered in the user directory that is used in the system. Then the user can be specified as a Functionally limited user within License management. After that, the user can be connected to the Functions (Tasks) which it shall be allowed to use. For each connection, a Function access license is needed. As long as there are available Function access licenses, the user can be connected to more functions/tasks

The following functions (Tasks) within Comflow, so called System licensed tasks, are always allowed also for Function limited access users without function access license:
• GenericPrompt
• UserChangePassword
• UserJobs
• UserResetPassword
• UserTask
• Asynch/CreateWorkItem
• Asynch/EditAllWorkItems
• Asynch/WorkItem
• Asynch/WorkItemCheckList
• AsynchWorkflow/MySettings
• AsynchWorkflow/MyWorkListV4
• AsynchWorkflow/ProcessResponsibility
• AsynchWorkflow/WorkListAllV4_Responsible
• AsynchWorkflowUtil/WorkItemComments
• PrinterControl/PrinterControlUserLevel
• PrinterControl/PrintersQuickSearchQuickSearchAdmin_ViewQuickSearch/ESGenericData
• GenericPrompt
• UserChangePassword
• UserJobs
• UserResetPassword
• UserTask
• Asynch/CreateWorkItem
• Asynch/EditAllWorkItems
• Asynch/WorkItem
• Asynch/WorkItemCheckList
• AsynchWorkflow/MySettings
• AsynchWorkflow/MyWorkListV4
• AsynchWorkflow/ProcessResponsibility
• AsynchWorkflow/WorkListAllV4_Responsible
• AsynchWorkflowUtil/WorkItemComments
• PrinterControl/PrinterControlUserLevel
• PrinterControl/Printers
• QuickSearchQuickSearchAdmin_View
• QuickSearch/ESGenericData
• User/UserTaskLog

2.3.3 Workstation limited access user

Workstation limited access users are limited to only use the Workstations which they have been connected to. A user with Workstation access can only access Comflow from a workstation at the time. Workstations are technically the client computer, which is used to connect to Comflow. The user is not restricted functionally in Comflow based on this license.
In order to set up a Workstation limited access user, the user must be registered in the user directory that is used in the system. Then the user can be specified as a Workstation limited user within License management. After that, the user can be connected to the Workstation, from which it shall be allowed to access Comflow. Each Workstation that shall be used, must be specified within License management.

2.4 Function access for users

The access to a function for a user, from a function point of view, the order for granting access is:

1. Is the Comflow system active according to license
2. Is the current application active according to license
3. Is the function available in the system?
4. Does the user have license for the function?
5. Does the user have authorization to the function?

3 Importing and activating license file

In order to get a license into the Comflow system, one or more license files needs to be imported.
The license file can be imported in two ways. Either as a file via upload or via receiving the content of the file. In both cases it is a PGP-signed file.
When the license file is activated, one or more license objects are created. New versions of an object overrides older one. Together with license settings, like allocation of user license, license objects creates the license access in the system.

3.1 Upload file

To upload a license file, do the following:
• Start the function System Administration/Licenses/Installation/License files
• Open segment Upload file

• Select the license file and press Upload.

3.2 Import license file content

To import license file content, do the following:
• Start the function System Administration/Licenses/Installation/License files
• Push New…
• Paste the license file content into License Data. Make sure that both the BEGIN and the END of the PGP message is pasted.

• If you directly want to activate the license, then tick Activate
• Press OK

3.3 Activate/deactivate license

In order to activate or deactivate all licenses within the license file, you do the following:
• Start the function System Administration/Licenses/Installation/License files
• Click on the wanted file
• Set state to Active or Inactive based on what you want to achieve
• Press Save or OK

3.4 Delete license files

If you have an obsolete license file, you can delete it by doing the following:
• Start the function System Administration/Licenses/Installation/License files
• Right click on the wanted file and select Delete
• Press OK

3.5 License objects

Regardless if the license file exists in Comflow or not, the license objects that are created from the files content exists in Comflow in appropriate state.
• To view the license objects and states, do the following:
• Start the function System Administration/Licenses/Installation/License objects
• To view details, click on a row

4 Managing license access

To manage all types of license access, do the following:
Start the function System Administration/Licenses/License Access
Here you see a list of all installed licenses and how many of each that is allocated for each application

4.1 Managing Unlimited users

4.1.1 Assigning single user

To assign a new user, available licenses need to exist for License category 20- Unlimited access user.
To assign a single user to an Unlimited user access, do the following:
• Start the function System Administration/Licenses/License Access
• Click on the row for License category = 20- Unlimited access user
• Press New…
• Prompt or set the user id
• Press OK

4.1.2 Assigning multiple users

To assign a new user, available licenses need to exist for License category 20- Unlimited access user
To assign a single user to an Unlimited user access, do the following:
• Start the function System Administration/Licenses/License Access
• Click on the row for License category = 20- Unlimited access user
• Press Generate…
• Select the User group for which members you want to create license access
• Possibly select the users which you want to have license access
• Press Generate Selection to generate for the selected ones or Generate All in Group if you want to give license to all members
• Press Cancel to quit

4.1.3 Delete license for single user

To delete an Unlimited user access, do the following:
• Start the function System Administration/Licenses/License Access
• Click on the row for License category = 20- Unlimited access user
• Right click on the user you want to delete
• Press Confirm deletion

4.2 Managing Functionally limited users

4.2.1 Assigning single user

To assign a new user, available licenses need to exist for License category 22- Function limited access user.
To assign a single user to a Functionally limited user access, do the following:
• Start the function System Administration/Licenses/License Access
• Click on the row for License category = 22- Function limited access user
• Press New…
• Prompt or set the user id
• Press OK

4.2.2 Assigning multiple users

To assign a new user, available licenses need to exist for License category 22- Function limited access user.
To assign a single user to a Functionally limited user access, do the following:
• Start the function System Administration/Licenses/License Access
• Click on the row for License category = 22- Function limited access user
• Press Generate…
• Select the User group for which members you want to create license access
• Possibly select the users which you want to have license access
• Press Generate Selection to generate for the selected ones or Generate All in Group if you want to give license to all members
• Press Cancel to quit

4.2.3 Delete license for single user

To delete a Functionally limited user access, do the following:
• Start the function System Administration/Licenses/License Access
• Click on the row for License category = 22- Function limited access user
• Right click on the user you want to delete
• Press Confirm deletion

4.2.4 Connecting single user to functions

To give a Functionally limited user function access, available licenses need to exist for License category 32- Function access
To assign a single user to a function, do the following:
• Start the function System Administration/Licenses/Licensed user functions
• Press Add…
• Select the applicable Application license
• Prompt or set the User id
• Prompt or set the Function identity
• Press OK

4.2.5 Connecting multiple users to functions

To give a Functionally limited users function access, available licenses need to exist for License category 32- Function access
To assign multiple users to one or several functions, do the following:
• Start the function System Administration/Licenses/Licensed user functions
• Press Generate…
• Select either one or several users and press Generate… on the User tab or click on one user group on the User groups tab
• Select the applicable Application license
• Select either the wanted Tasks on the Task tab or the wanted Task groups on the Task groups tab and press Add. Continue with this step until the Selected list contains the wanted records
• Press Generate

4.2.6 Deleting single users to functions

To delete a single user to a function, do the following:
• Start the function System Administration/Licenses/Licensed user functions
• Right click on the actual user and function and select Delete
• Press Confirm deletion

4.3 Managing Workstation access users

4.3.1 Assigning single user

To assign a new user, available licenses need to exist for License category 24- Workstation limited access user.
To assign a single user to a Workstation limited user access, do the following:
• Start the function System Administration/Licenses/License Access
• Click on the row for License category = 24- Workstation limited access user
• Press New…
• Prompt or set the user id
• Press OK

4.3.2 Assigning multiple users

To assign a new user, available licenses need to exist for License category 24- Workstation limited access user.
To assign a single user to a Workstation limited user access, do the following:
• Start the function System Administration/Licenses/License Access
• Click on the row for License category = 24- Workstation limited access user
• Press Generate…
• Select the User group for which members you want to create license access
• Possibly select the users which you want to have license access
• Press Generate Selection to generate for the selected ones or Generate All in Group if you want to give license to all members
• Press Cancel to quit

4.3.3 Specifying workstations

To specify a new workstation, available licenses need to exist for License category 40- Workstations.
To specify a single workstation, do the following:
• Start the function System Administration/Licenses/License Access
• Click on the row for License category = 40- Workstations
• Press New…
• Select the applicable Application license
• Set the identity of the Workstation, the name of the workstation and the host name of the workstation (the network id of the workstation)
• Possibly add notes of the workstation
• Press OK

4.3.4 Deleting workstation

To delete a single workstation, do the following:
• Start the function System Administration/Licenses/Licensed workstations
• Right click on the actual workstation and select Delete
• Press Confirm deletion

4.3.5 Connecting single user to workstation

To assign a single user to a function, do the following:
• Start the function System Administration/Licenses/Licensed user workstations
• Press New…
• Select the applicable Application license
• Prompt or set the User id
• Prompt or set the Workstation identity
• Possibly add a note
• Press OK

4.3.6 Connecting users to multiple workstations or workstations to multiple users

To assign multiple users to one or several workstations, do the following:
• Start the function System Administration/Licenses/Licensed user workstations
• Press Generate…
• Select the applicable Application license
• Either set or prompt the User id on the By user tab and select the wanted workstations or set the wanted Workstation on the By workstation tab and select the wanted users
• Press Add Selected.

4.4 Automatic allocation of unlimited users

You can set up the system to automatically allocate an unlimited license to a user that logs in for the first time. As long as the user belongs to at least one of the specified users groups and as long as there are free unlimited licenses, the user automatically gets an unlimited license.
To set a group for which members will be auto-allocated to an unlimited license, do the following:
• Start the function System Administration/Licenses/License allocation for user group
• Press Add new…
• Select the applicable Application license
• Select the Group id
• Possibly add a note
• Press OK

4.5 Automatic allocation of functionally limited users

You can set up the system to automatically allocate an functionality limited license to a user that logs in for the first time. As long as the user belongs to at least one of the specified users groups, there are tasks in the task group and as long as there are free licenses for functionally limited users and tasks, the user automatically gets a limited license for the tasks in the taskgroup.
To set a group for which members will be auto-allocated to an unlimited license, do the following:
• Start the function System Administration/Licenses/License allocation for user group
• Press Add new…
• Select the applicable Application license
• Select the Group id
• Select task group id
• Possibly add a note
• Press OK
At first login, the user for this group will then get a license automatically for all tasks in the task group.
Note that if the taskgroup is changed after the first login for a user, the licensed tasks will not be affected.

4.6 Viewing all license features for a user

In order to find all licensed users and to manage different user license categories and to get an license overview of a specific user, you do the following:
• Start the function System Administration/Licenses/Licensed users
• Select the appropriate tab to work with
• Do the appropriate filtering to find the user you are searching for
• Right click on the wanted record and chose the Overview option
• Now you have an overview of the license for this user