How-to: Keeping your Exact Synergy Enterprise license up to date

Introduction

The license determines which functionality is available and how many users are allowed to access the company. The license is imported into the database when the database is created. If there are any changes in the license, for instance for an additional order or a license prolongation, the license has to be updated in the database. This can be done by downloading the new license file from the customer portal and importing it into the database. It is also possible to automatically update the license. Exact Synergy Enterprise will automatically check if a license update is available and updates it in the database.

It is also possible to directly download the license file when creating a database. In this document, you can read more about this functionality.

Settings

To set up the automatic license update, the customers must save their portal login credentials at Modules > System > Setup > License : Portal. The login credentials (Domain, User name, and Password) can be from the following:

• main contact person with the portal access, or
• contact person with the portal access, and the View all customer’s documents check box has been selected.

On the Exact customer portal, you can define the contact persons of your company who are allowed to download the license to create databases, update licenses, and automatically update licenses.

This can be done by selecting the View all customer’s documents check box for the specific contact on the Exact customer portal.

The main contact person can enable this setting for the other contacts.

Automatic license check

If the automated license checking detects a new license, it will prompt the administrator to proceed with the license update, or postpone the license update for seven days. The administrator can postpone the updating of the license for a maximum of 28 days whereby each postponement will be calculated based on a seven-day interval. If the update of the license fails, Exact Synergy Enterprise will retry to update the license for a maximum of five times per hour. Once the update has been postponed for a maximum of four times, the license will be updated automatically.

If there is a new license available, the following message will be displayed:

"A new license update is available. Do you want to update now or postpone?"

The administrator can choose to postpone or update the new license. If Postpone is clicked, the license will not be updated for another seven days. After that the message will be displayed again. However, if the administrator chooses to update the license, and there are differences between the current license and new license (license modules have been added, removed, and/or quantity updated) the following message will be displayed:

To continue with the license update you have to agree with the changes. After continuing, the following message will be displayed if the update is successful:

"License update successful. Click License info for more information"

The administrator can click License info to view the information of the updated license. However, should the update fail, the following message will be displayed:

"License update failed. Click Process log for more information"

If the Process log is clicked, the log information of the errors will be displayed.

The administrator can also view the errors and statuses of the postponement at Modules > System > Reports > Log: Processes.

The current license will be backed up when you perform the license update via the portal. The backup can be viewed at the Modules > System > Setup > License > Restore menu path. This menu path allows you to restore and export the backup license. However, this menu path will be displayed only if you are an administrator, and the existing license has been backed up. The license can be restored by clicking Restore. The message “Are you sure you want to roll back?” will be displayed. The ELCX file of the license can be exported to a folder by clicking Export.

Manual license update

To update the license, the customer can download the license via the portal (Modules > System > Setup > License > Update). However, the login credentials (Domain, User name, and Password) must be defined. This can be from the following:

• main contact person with the portal access, or
• contact person with the portal access, and the View all customer’s documents check box has been selected.

During the license update the current license is compared against the new license. The license modules that have been added, removed, or updated will be displayed. If license modules have been assigned these must be removed because the new license contains less quantity for the specific role, or the module is not available this will also be displayed. To be able to update the license, the two acknowledgement check boxes must be selected.

Note: If you have entities in different countries, you have to log in to each of those entities to download and install the specific license file. This will make sure the correct licenses are used for each country.

Creating databases

To create databases, the customer can choose to download the license via the portal. However, the login credentials (Domain, User name, and Password) must be defined. This can be from the following:

• main contact person with the portal access, or
• contact person with the portal access, and the View all customer’s documents check box has been selected.

The Contract field will be displayed on the Database: Create page if the customer has more than one active Exact Synergy Enterprise contract. Otherwise, the Contract field will not be displayed. Furthermore, the field will be displayed only after the credentials have been defined, and Create is clicked.

If the browse icon at Contract is clicked, all the contracts that belong to the customer will be displayed. At least one contract must be selected. The new database will be created with the license of the selected contract.