Managing Active Data Licenses
Last Updated on March 4, 2025 | 5 min read
The Active Licenses interface provides a snapshot of all assigned licenses within the organization. Data License Administrators and ePubs Supplier Administrators can manage assigned licenses by removing assignments, setting “Do not renew” status or “Un-assign at Renewal”, and viewing various license details. All individual licenses used by the customer are displayed in a table.
How to Access
- Click the
License & Subscription icon on the Main Toolbar. - Click the Active Licenses option from the Collapsible Left Menu to load the Active License Management Tool into the Workspace.
Quick Action Controls
- UN-ASSIGN: Un-assigns the selected licenses from the user and releases them back to the valid license pool.
- RESET: Reloads all subscription data from the Sales Center or other third-party Subscription Management System database.
- Filter by Subscription, User, User ID, End Date, Device ID: Filters the list of assigned licenses by the input string.
- Filter by Product Name: Filters the subscription list by the digital product name (data license).
Assigned License Table
| Header Label | Description |
|---|---|
| Un-assign | Checkbox to select and revoke the license from the assigned user. Users can select multiple licenses and unassign them at the same time. |
| Un-assign at Renewal | Automatically unassigns the license upon subscription renewal. This is used when the renewed subscription has fewer product quantities than the current subscription. |
| Subscription | Displays the subscription number. |
| Product Name | Displays the name of the licensed product. |
| User | Displays the user’s first and last name. |
| User ID | Displays the user’s UserID. |
| Days Left | Displays the number of valid days remaining for the product line before renewal. |
| End Date | Displays the end date of the license product’s validity. |
| Activated Device | Displays the device ID.
Example: |
How to Un-assign a License
- Click the License & Subscription icon on the Main Toolbar.
- Click the Active Licenses option from the Collapsible Left Menu to load the Active License Management Tool into the Workspace.
- Select the checkbox in column Un-assign for all active licenses needing to be un-assigned.
- Click UN-ASSIGN button to un-assign the licenses.
- Click YES to confirm or NO to cancel on the Confirmation Dialog Box.
License Un-assign Confirmation
Un-assigning a license here will revoke access to the digital product.
Are you sure you want to continue?
How to Set a License to Un-assign at Subscription Renewal
- Click the License & Subscription icon on the Main Toolbar.
- Click the Active Licenses option from the Collapsible Left Menu to load the Active License Management Tool into the Workspace.
- Select the checkbox in column Un-assign at Renewal for all active licenses needing to be un-assigned at renewal. When selecting a license the system will save the selection immediately, no user confirmation is require.
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License Management at Subscription Renewal
Customers can make modifications to their subscriptions at renewal. Most of the time, the quantity of licenses and products will remain unchanged. However, if a customer reduces the number of licenses for a digital product, it is important to identify the licenses that will not be renewed to prevent users from losing access. The Data License Administrator must ensure that only the appropriate number of licenses are active at renewal. Failure to manage this will result in users losing access upon renewal.
Automatic License Cleanup at Subscription Renewal
- Has a reduced quantity of a licensed product compared to the current subscription.
- Has removed all quantities (deleted) of a licensed product compared to the current subscription.
License Cleanup Rules and Priority
- Flagged Licenses: Un-assign all flagged licenses (“Un-assign at Renewal”).
- Assigned and Not Installed Licenses: Remove based on the last assigned license first – Optional process, triggered if further reduction is needed.
- Assigned and Activated Licenses: Disable based on the last assigned license first – Optional process, triggered if further reduction is needed.
When a License is Disabled (Inactive) at Renewal
The license will be displayed in “Greyed Out” mode. The end user will not have access to the data when the license is in this state. This occursAutomatic License Cleanup at Subscription Renewal when an Assigned and Activated License must be revoked due to insufficient licenses purchased at subscription renewal.
The Data License Administrator can either:
- Remove the license of the “Greyed Out” line by clicking the Unassign button.
- Unassign another active line of the same license product to re-enable (activate) the “Greyed Out” line. This allows the Data License Administrator to correct human errors and ensure users do not randomly lose access.
