Assigning Licenses to Multiple Users in the License Workbench

You can use the License Administration window to assign licenses to a group of users. This window provides a single access point from which to view current license usage and availability in the system. You can then use the Assign Licenses wizard to step through the process.

To assign licenses using the Assign Licenses wizard:

  1. Log on to PPM.

  2. From the menu bar, select Open > Administration > Open Workbench.

    The PPM Workbench opens.

  3. From the shortcut bar, select System Admin > License.

    The License Administration window opens. This window lists the licenses available to assign and shows how many of each have been used and how many are available. It also lists the Deployment Management Extensions, if any, installed at your site.

    Note: When a user's login has expired, the user's license becomes available (as long as the license has not expired).

  4. Click Assign Licenses.

    The Assign Licenses wizard opens to the Find Users step.

  5. In one or more of the fields listed in the following table, provide search criteria to locate the users to whom you want to assign licenses.

    Field Name

    Description

    Security Group

    Locates users who belong to a specific security group. You can select multiple security groups in this field. The search returns a list of all users who belong to any of the selected security groups.

    User

    Locates users specified in this field.

    Company

    Locates users associated with a specific company. Companies are associated with users in the Contact window in the Contact Workbench.

    Currently Assigned Licenses

    Locates all users who have a license specified in this field.

    User Data Fields

    (if any are defined)

    Search for users based on the custom user data fields defined at your site.

    If you do not select one or more users, all users are selected by default.

  6. Click Next.

    The wizard advances to the Choose Licenses step.

  7. On the Choose Licenses step, review the listed users, and then select the licenses that you want to assign to them from the license fields.

    Although you can select only a subset of users in the users list, the licenses specified are applied to all users who meet the requirements you specified on the Find Users step.

  8. Click Next.

    The wizard advances to the Confirm Changes step.

  9. Review the license assignments and ensure that the number in the Remaining Licenses column is greater than or equal to zero.

    A negative number indicates that you do not have enough licenses to apply to the users, and cannot complete the license assignment.

  10. Click Finish.

Note: The Assign Licenses wizard only assigns an available license if the selected user does not already have the license. Licenses append, but do not overwrite, the license specifications for a user (unless you select Remove License).

For example, for the Choose License step, you specify that every user is to be granted a Demand Management license. But because Chris Smith already has a Configuration license, the Demand Management license is not assigned to Chris.

Removing Licenses Using the Assign Licenses Wizard

You can use the Assign Licenses wizard to remove licenses from a set of users.

To remove licenses:

  1. Log on to PPM.

  2. From the menu bar, select Open > Administration > Open Workbench.

    The PPM Workbench opens.

  3. From the shortcut bar, select Sys Admin > License.

    The License Administration window opens.

  4. Click Assign Licenses.

    The Assign Licenses wizard opens.

  5. On the Find Users step, provide the search criteria to locate the users from which you want to remove licenses, and then click Next.

  6. On the Choose Licenses step, from the list to the right of the license name you want to remove, select Remove License, and then click Next.

  7. On the Confirm Changes step, review the license changes, and then click Finish.