Licenses

The Licenses node allows you to view and manage licenses configured on your K2 environment, manage the users associated with those licenses and determine if you have exceeded your license via the server usage report.

The licensing information described in this documentation is for administrative purposes. Licensing policies described here are for information purposes only and may be superseded by other legal documentation, agreements or the EULA. Contact your K2 representative or K2 sales representative, if you need assistance or more information regarding licensing and acceptable use policies.

Considerations

  • You must provide the system key when requesting a new license. Take care when copying the key, ensuring that no character is missed or extra space (treated as a character) is added to the copied string. If an incorrect digit is supplied or additional spaces are included, the system and license keys will be invalid.
  • The system key is found from the K2 configuration manager, or from the Licenses node of the Management site.
  • Adding, editing or deleting a K2 License requires a restart of the K2 service. In a farm environment, you can use the management site to configure the license once for the environment, but you will then need to restart the K2 service on each server within the farm environment to apply the licensing changes.
  • License keys can be obtained from the K2 customer and partner portal at Nintex Customer Central portal/
  • Keep backup copies of your license keys before making changes to your server's license.
  • If you are locked out of K2 Management due to a deleted or expired license, you can use the License Configuration page in the K2 Setup Manager to update your K2 license or contact Nintex Customer Central portal for assistance. Also see the article How to obtain and manage K2 license keys for more information.

Licenses

The Licensing view allows you to add, edit and remove licenses, users as well as reset validation counts, generate the license audit and server usage reports. The licenses view also displays the amount of users, workflows and forms that can be created with your license. Use the server usage report to compare your license with deployed K2 artifacts and determine whether you are within your license agreement.

Field Description
Add Add a new K2 license.
Edit Edit a license, for example updating an evaluation license to a full version.
Remove Remove an existing license.
Refresh Refresh the list of available licenses.
Reset Validation Count Perform a reset of the validation count to "release" licenses consumed by users who should no longer consume K2 licenses. (Used in conjunction with the Users tab)
Audit Report Generate a report on licensed users.
Server Usage Report Generate a report on usage data by month.

Follow these steps to add a license to your K2 environment. (You must request a license key using the system key to add a new license)

  1. Click Add on the Licenses page.
  2. The Add Licensepage opens.

    FieldDescriptionNotes
    ProductThe product to be licensedSelect a product from the list.
    System KeyThe system key uniquely identifies the individual machine.You must provide your system key to request a license.
    License KeyThe license key for the K2 Product to be registered.Enter the license key from the page used to request the new license or the license key returned in email by the licensing system.
  3. Click Apply.

Follow these steps to edit a license. (You will have to obtain a license key for the system key to add a new license to your K2 environment)

  1. Select a license from the list in the Licenses view and click Edit .
  2. The Edit License page opens.
  3. Enter the new license key in the License Key field and click Apply.

Follow these steps to remove a license.

  1. Select a license from the list in the Licenses view and click Remove.
  2. On the Remove License? dialog, click OK to remove it.
  3. Removing all licenses from the Licenses page will cause you to be locked out of K2 Management and an error is displayed.
    To update or add a new license, see the How to Obtain and Manage K2 License Keys KB article.

Use the refresh button when a license has been added, edited or deleted, to refresh the list of licenses in the Licenses view and display reflect recent changes.

The Reset Validation Count option allows you to extend an exceeded license after you have cleaned out the Users view in K2 Management of users who should no longer "consume" a K2 license. The validation count keeps track of users who have connected to the K2 environment. Depending on the license type of the K2 environment, when the validation count exceeds the number of users licensed, the system will prompt you to enter a validation reset key. You must contact Nintex Customer Central for a new validation key.

You can only remove users and reset the validation count a limited number of times, before you will have to provide an updated license key, which must be requested from K2.
  1. Select a license in the Licenses view and click Reset Validation Count.
  2. The Reset Exceeded License page opens.
  3. Enter the validation key in the License Key field and click Apply.

The Audit Report allows you to generate a report of active and inactive K2 users. An active user is a person who has opened a connection to K2. You must have Administrator rights to generate the report.

  1. Go to the K2 Management site and use the following path:
    K2 Management > Licenses
  2. Click Audit Report.
  3. The License Audit Options page opens.

    FieldDescriptionNotes
    Sort FieldAllows you to sort by user name, status, or last access date of the userSelect a field from the list
    Sort DirectionSort by either ascending or descending order 
    Display User Names?Displays user names in the reportUncheck this option if you do not want user names shown in the report
    Display License Details?Displays license details in the reportUncheck this option if you do not want license details shown in the report
  4. Click OK.
  5. Open the PDF by clicking the link or save it for later use.
  6. The report, by default, displays your license details and licensed users. The License Details section displays license information by License Type and Expiration Date. The Licensed Users section displays the number of active and inactive users followed by a list with the following columns:
    • User: Displays the user's full names or GUID ID depending on whether the Display User Names? option was selected in the License Report Options page.
    • Last Logged In: Displays the date the user last logged in to K2. This Last Logged In column can help you determine whether users have been inactive for periods of time. Contact the support team to remove inactive users to free up user licenses.
    • Active: Displays active users with "Yes" and inactive users with "No".
      Active users are users who have recently logged in and their credentials cached in the K2 Security Credential Cache. Typically, these are users who are actively working with K2 applications.
      Inactive users are users that were removed from the Users view in Management. Typically, these are users who have not logged in for some time or whose user accounts may have expired or been deleted in Active Directory. To update the list of users consuming your license, you have to manually remove them from the Users view.
      Only Active users are included in the license allocation logic.
      Take care when removing users from the Users list as this may prevent a user from accessing K2 if all licenses are allocated.

Users

The Users view displays users who's credentials are cached (users who have connected to K2). From this page you are able to remove a user from the list. Use the Audit Report feature to see which users are active and consuming your license.

The Users section only lists users who are cached.

Field Description
Remove Remove a selected user from the Users list.
Refresh Refresh the Users list, when users have been removed.
Audit Report Generate a report on licensed users.
Selected Filter Select a default or custom filter to applied to the Users list.
Quick Search Quick search using the default fields.
User Displays a list of all user names.
State

Users actively consuming your license.

Last Access Date The last date the user was active on the environment. To reduce the number of users consuming your license, you can remove users who have not logged in for some time or whose user accounts may have expired or been deleted in Active Directory.
Take care when removing users from the Users list as this may prevent a user from accessing K2 if all licenses are allocated.

This option allows you to remove any users from your K2 environment. This frees up licenses for other users. Once you have removed a user, you may need to execute the Reset Validation Count command.

Follow these steps to remove a user from the Users list.

  1. Search or select a user from the Users list for removal. Click Remove.
  2. On the Remove Licensed User dialog click OK to confirm that you want to remove the user.

Server Usage Report

The Server Usage report allows you to view the number of K2 artifacts, such as workflow definitions, process instances, activity instances, event instances, SmartObjects, forms and views deployed in your environment. The purpose of this report is to compare this number with your license agreement. You can use the license audit report and the server usage report to determine if you are compliant with your license agreement.

Considerations

  • All data displayed begins when you first activated your license
  • The data is also displayed in a cumulative format by month, allowing you to see how many new artifacts were deployed in that month. For example, let's say that in a previous month, 300 SmartObjects were deployed, and in the current month the count of SmartObjects deployed is 310. This means that 10 new SmartObjects were deployed this month.
  • Copying a SmartObject adds to the count of deployed SmartObjects.
Field Description
Export Data button Click the Export Data button to generate a PDF of the report
Refresh Refreshes the report
Month Displays the month of usage data
Workflow Definitions Displays the number of total workflow definitions
Process Instances Displays the number of process instances deployed
Activity Instances Displays the number of activity instances deployed
Event Instances Displays the number of event instances deployed
SmartObjects Displays the number of SmartObjects deployed
Forms Displays the number of forms deployed
Views Displays the number of views deployed
  1. Click Export Data.
  2. Open the PDF report by clicking the link or save the PDF report for later use.
  3. The report opens.