1.2. License Usage

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Installation Guide | Chapter 1: Introduction to EKM |

1.1. Licensing and Access |  | Chapter 2: Overview of an EKM Server Installation
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## 1.2. License Usage

As mentioned in Licensing and Access, an EKM user license is checked out when a user signs in to EKM, and is released when the user signs out of EKM. This section explains how licenses are used when a user accesses an EKM workspace from multiple clients simultaneously, and when other applications or processes access EKM. It also explains how licensing is handled when users switch from one workspace to another, or when desired licenses are not available.

### License Usage by Users

An EKM user may open multiple connections to EKM simultaneously using a single EKM license with some restrictions. Note that the restrictions described apply to a single EKM user opening multiple connections with EKM. See Making Simultaneous Connections in the EKM User’s Guide for details.

For example, if a user is already connected to EKM from a web browser, and then connects to EKM from Workbench no additional license is needed. The general rules are:

- An EKM license will be checked out when a user connects to EKM from any client (web browser, Workbench, mobile)

- The same license will be used if the user connects to EKM from a different client

- The license will be checked in when the user disconnects from the last client

As an example, when user `jsmith` signs into EKM from a web browser, a license is checked out for `jsmith`. If `jsmith` connects to EKM from Workbench, a new license is not checked out because there is already an open connection to EKM for `jsmith`. If `jsmith` shuts down Workbench and disconnects from EKM, the license remains checked out because `jsmith` is still signed in to EKM in the web browser. The license will be released when `jsmith` signs out of the EKM web browser session because that is the last client still connected to EKM.

Note: In Internet Explorer, Chrome, and Firefox, if a user closes the browser window instead of using the Sign out action, they will not be signed out of EKM, and their license will not be immediately released. Sign-out and license release will only occur after the session has timed out, which by default is after 30 minutes of inactivity. Therefore it is strongly recommended that users only use the Sign out action to sign out of EKM.

### License Usage by Applications and Processes

The following applications and processes also require a license to run, because they connect to EKM using “proxy connections”, which are connections to the EKM server made on behalf of a user:

- File Transfer Client. Used to upload files to or download files from EKM. See Uploading Files Using the File Transfer Client in the EKM User’s Guide.

- File Transfer Client transfers using a Cache Server. See Using a Cache System for WAN Transfers in the EKM User’s Guide.

- EKM Studio. Used to create lifecycles and process templates. See Defining Process Templates in EKM Studio in the EKM User’s Guide.

- Data extraction. Occurs when you upload simulation files to EKM. See Automatic Extraction of Data on Upload in the EKM User’s Guide.

Generally, these proxy connections never need to check out a license because they are always made on behalf of a user who has already signed in to EKM (and therefore checked out a license). However, if the user signs out of EKM and one of these applications/processes is still open or running, the license will remain checked out.

Assume, for example, that a user has signed in to EKM using a web browser, and has therefore checked out a license. If that user chooses to upload a folder of files using the File Transfer Client, the File Transfer Client connects to EKM using the license that is already checked out for the user. If the user signs out of EKM, and the File Transfer Client is still uploading files, the license will remain checked out until the upload finishes and the user closes the File Transfer Client.

Note: If the File Transfer Client or EKM Studio is still running when a user signs out of EKM, it is important that the user close the application window properly when he or she is finished with it. Otherwise, the license will remain checked out until the session times out (30 minutes by default).

### License Usage Across Multiple Workspaces

If your EKM server has multiple workspaces, the following behavior is observed when a user switches from one workspace to another:

- When a user signs in to an EKM initially, they are signed in to their default workspace (as determined by the system administrator). The license type checked out depends on the access level assigned to that user in that workspace.

- If the user switches to another workspace, and the access level assigned to the user in that workspace is the same, the same license will continue to be used.

- If the user switches to another workspace, and the access level assigned to the user in that workspace is lower, the same license will continue to be used, but the user’s privileges will be restricted according to his or her assigned access level.

- If the user switches to another workspace, and the access level assigned to the user in that workspace is higher, EKM will attempt to check out the higher-level license, and if successful, will release the initial, lower-level license. If the attempt is unsuccessful, the initial license will remain checked out, and the user will have the permissions of that license in the current workspace. For example, if a user currently has an `Analyst` license checked out, and switches to a workspace in which he or she has been assigned `Shared` access, but the checkout of a `Shared` license fails, the user will still have the privileges of an `Analyst` license in the new workspace.

### License Fallback When Licenses are Unavailable

If a user is assigned a `Shared` or `Analyst` license in a workspace, but none are available when that user signs in or switches to that workspace, a `Basic` license will be checked out instead, and the user will have limited access in that workspace. The following dialog box notifies the user of what has occurred:

If the user clicks OK, he or she will remain signed in to the workspace with limited access. This means that the user will only be able to view (and not modify) objects in Shared Data, as described in Licensing and Access.

If the user clicks Sign out, he or she will be signed out of all workspaces, and can try signing in again later.

Note: License fallback will not occur if the workspace has been configured to have a job-only view.

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