Vico Licensing Management System User Guide

Vico Licensing Management System User Guide

Table of Contents Introduction to Vico Licensing Management System... 3 Login and Password... 3 Account Details Page... 4 Vico Contact Tab... 5 Account Details Tab... 5 Users Management Tab... 5 To Add User... 5 To Delete User... 6 Change Password... 6 Logout... 7 Products and Licenses Page... 8 Assigned Licenses Tab... 8 Review Licenses... 9 Reassign Licenses... 9 Cancel Automatic Maintenance Update... 10 New Versions Licenses Tab... 10 Automatic Distribution of New Product Version Licenses... 11 Manual Distribution of New Product Version Licenses... 11 FAQ... 12 What if I want to use the software on a new computer?... 12 How many installations are permitted per license?... 12 How does product licensing work?... 12 What changes trigger the need for license reinstallation?... 13 Page 2

Introduction to Vico Licensing Management System Welcome to Vico Software LMS, Vico s Licensing Management System. LMS provides full control over your license inventory, including tools to review your existing license assignment, redistribute licenses, and manage new product version licenses. The goal is to make it as easy as possible for you to distribute the right licenses to the right users at the right time. Login and Password To login, use the user name and password you received from your Vico Software representative via email. Accessing the LMS system is limited to users with administrator rights. If you would like to provide admin rights to additional users please send their contact details to sales@vicosoftware.com with a subject Admin Users. In case you lost your password, use the Forgot your password link in the Login page and we will send you a new password which you can then reset to something memorable. Page 3

Account Details Page Once you are logged in, the Account Details page will open. This page provides information about your account contacts and allows you to manage your company user list, as well as change your login password. Page 4

Vico Contact Tab Includes your Vico Sales Representative s contact details should questions arise. Account Details Tab The Account Details tab includes basic information for your account. Please use the Contact Vico icon at the top right of the screen to inform us about account changes. Users Management Tab This lists all the email addresses of users under your account. Use this tab to add and remove users from the list. Note that you can assign licenses to listed users only. To Add User 1. Click on the Add Contact Email button 2. Type the new user email address 3. Click on the Save Changes button Page 5

To Delete User 1. Click on the Red X icon on the right side of the email address 2. Click on the Save Changes button Note: Customer Administrator contacts (marked with a Lock icon) are defined by your Vico Representative and cannot be modified using the LMS system. If you would like to delete, add, or change Customer Administrator contacts, notify your Vico Representative. Change Password To change the password provided by Vico, open the Change Password tab and type the old password and the new password, retype the new password and click on the Change Password button. The new password is stored and should be used in the next login session. Page 6

Logout To logout of Vico LMS, click on the Exit icon at the top right of the screen. Page 7

Products and Licenses Page The Products and Licenses page provides information and a set of tools to manage your license inventory. There are two tabs at the top of the page: Assigned Licenses tab includes all the currently assigned licenses New Version Licenses tab includes unassigned licenses of new product versions Assigned Licenses Tab The Assigned Licenses tab provides an overview of all your active licenses. Page 8

Review Licenses The top chart includes a list of all currently active product versions and the total number of seats (licenses) for each. To review a detailed list of licenses, check one or more product versions and click on the Show Licenses button at the bottom left of the chart. A detailed list of licenses is presented in the bottom chart. Each line item refers to a specific license. The following information is included: 1. Product version: Name of product version 2. Type: Type of license a. Commercial (COM) b. Not for Resale licenses (NFR) c. Educational license (EDU) 3. Mode: License Mode a. Single User License (SUL) b. Network or Floating License (FL) 4. No. of Seats: the number of available licenses for the selected product version. 5. Assigned to: the email which is associated with the license 6. Maintenance: maintenance status (Active or Inactive) 7. Start Date: maintenance start date 8. End Date: maintenance end date Use the Group by dropdown to group the list by Product Versions or by users. Reassign Licenses To reassign a license to a different user follow the steps below: Notes: 1. Check the relevant product version from the top chart and click the Show Licenses button to review the list of assigned licenses. 2. Check the license you would like to reassign (checkbox to the left of the Assigned to dropdown) 3. Click on the dropdown list of the license you would like to reassign and select the target user email address 4. Check the I approve the removal of the licenses from the previous email(s) address(es) and the reassignment to the specified email address(es) radio button. 5. Click on the Update and Distribute button. 6. A License Notification Email with a *.LIU file will be send to the selected email address 7. Save the LIU file on the target computer and double click on it to activate the license 1. The installation process binds the license to the computer on which the license is installed. 2. The associated license should be removed from the computer where it was originally installed. Page 9

Cancel Automatic Maintenance Update To ensure timely product updates, product maintenance is renewed automatically. In order to cancel automatic maintenance renewal follow the below steps: Note: 1. Uncheck the relevant license Maintenance check box 2. Check the Cancel the automatic renewal of maintenance for the unchecked licenses radio button at the bottom right 3. Click on the Update and Distribute button. Your product will still be under maintenance until the end date of the maintenance agreement and will not be renewed automatically afterward. New Versions Licenses Tab The New Product Version Licenses tab contains unassigned licenses of Vico s new product versions. This tab provides the customer administrator full control over the timing and the distribution of new product version licenses. When a new product release becomes available from Vico Software, the customer administrator will receive an email with a list of new product versions and a download link. In addition, the LMS New Product Versions Licenses webpage is populated with the new version licenses. Page 10

Automatic Distribution of New Product Version Licenses To automatically assign licenses of new versions based on the current version license assignment follow the steps below: 1. Check the relevant product version from the top chart and click the Show Licenses button to populate the bottom chart with a list of the current version license assignment. 2. Review the list and, if required, change license assignment using the Assigned To dropdown list. 3. Tick the Automatically distribute all new licenses based on current version licenses assignment as listed above radio button. 4. Click on the Distribute Licenses button. 5. A License Notification Email with a *.LIU file will be sent to each of the email addresses in the list. 6. Save the LIU file on the target computer and double click on it to activate the license. Manual Distribution of New Product Version Licenses To send new product version licenses to a selected list of users, follow the steps below: Page 11

1. Check the relevant product version from the top chart and click the Show Licenses button to populate the bottom chart with a list of the current version license assignment. 2. Review the list and, if required, change license assignment using the Assigned To dropdown list. 3. Mark the checkbox to the left of the Assigned To dropdown list for users to whom you would like to send a license notification. 4. Tick the Distribute new licenses to the checked email addresses only radio button. 5. Click on the Distribute Licenses button. 6. A License Notification Email with a *.LIU file will be sent to each of the checked email addresses. 7. Save the LIU file on the target computer and double click on it to activate the license FAQ What if I want to use the software on a new computer? If you upgrade or replace your computer, you can simply reassign your license to a different email address using Vico LMS. Note that a license can be reinstalled up to three times. In case you need to increase the numbers of installs contact your Vico Representative. How many installations are permitted per license? Vico Software understands that you may need to use the software when you are away from your usual work location. To accommodate this need, license can be installed three times on a computer owned by you (the software license owner). Note that the software may only be used by the same user and that only one copy may be used at a time. How does product licensing work? After your order is approved Vico LMS server sends a License Notification Email with a *.LIU file to your email address. The LIU file initiates the license installation process (double click). Since the installation binds the license to the computer on which the license is installed make sure to Page 12

activate the LIU file on the target computer. During the installation process a unique hardware identification number is generated based on some hardware components from the computer. This hardware ID will be sent to Vico s on-line license database which will generate a hardware ID specific license. Note that in order to be able to install licenses on your computer(s), your computer must have Vico s License Installer utility installed. The utility is automatically installed whenever you install any of the Vico Software products. Please make sure that you have at least one of Vico s products installed on your computer prior to the license installation. What changes trigger the need for license reinstallation? The following activities require reinstallation of license: Changing the primary boot disk Tampering with the software license files Modifying the system date or time properties on a computer that has a time-limited software license Reinstalling your operating system Page 13