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 Licensing policies described here are for information purposes only and may be superseded by other legal documentation, agreements or the EULA.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

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.

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.

K2 keeps track of unique users who have connected to K2 to interact with workflows. Each unique user will "consume" a K2 license. The Reset Validation Count option allows you to extend an exceeded license, after you have cleaned out the Users table of users who should no longer "consume" a K2 license. The validation counter is a mechanism that only allows the number of users to log in that corresponds to the user licenses. When the validation count has been exceeded, the system will prompt you to enter a validation reset 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 a green check and inactive users with a red cross.

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. For a detailed list of user license seats occupied, see the Licenses section.

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.
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 Indicates whether a user is active or inactive.
Last Access Date The last date the user was active on the environment.

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 -- like 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 also use the license audit report and the server usage report to determine if you are compliant with your license agreement.

Considerations

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.