In the ELM licenses pane of the Server administrator, you can assign, change and revoke mobile licenses, and keep track of their status. A memoQ server can give out licenses from a license pool that defines how many licenses are available altogether. There are separate pools for translator pro, project manager, and web licenses.
An ELM (Enterprise Mobile Licensing) license is a mobile license that you 'lend' to the user for a number of days. The license remains with the user for the time you specify. ELM licenses are useful if a translator or reviewer does not have a memoQ license of her own, and she needs to be able to work without an Internet connection.
Instead of ELM, memoQ server can also distribute Concurrent-Access Licenses (CAL). This is more economic than ELM because the licenses are taken only for the time the user runs memoQ, and they automatically return to the pool when the user closes memoQ. For example, another user who works in a different time zone can use the same license. However, CAL licenses do not work if the user is not connected to the memoQ server. This means she needs an Internet connection all the time she is working with memoQ.
memoQ server can use either the ELM or the CAL licensing method, but it cannot mix them. At first, memoQ server will use CAL licensing, but you can switch to ELM licensing here in the Server Administrator, under Configuration and logging. If you use memoQ on a terminal server, and you want your memoQ server to manage licenses for the terminal server, too, you need to use CAL licensing.
How to begin
On the Project ribbon tab, click Server Administrator. In the Category list, click ELM licenses.
Licenses, Permissions, Project permissions
There are three ways to give ELM licenses to the users of your memoQ server:
•On the Licenses tab, you can assign a license to a user. This user can claim the ELM license from her copy of memoQ, in the Activation dialog, using the Take ELM license command. The license you assign will be reserved (taken away from the license pool) permanently, until you revoke it. Practically, it becomes similar to a fixed license reserved for that user.
•On the Permissions tab, you can allow users to take ELM licenses. The user (or several users who belong to a group) can take ELM licenses, and return them at any time until the permission expires. This is useful if you have a limited number of licenses, but you want more users to access them. Of course, this works only if you trust them that they will return the license when they do not use it. If you grant someone permission to use an ELM license, it will not be taken away from the pool immediately. That will happen only when the user opens the Activation dialog in her copy of memoQ, and takes the license.
A CAL is more economic than an ELM permission: The CAL licensing method – when a license is taken only as long as the user is running memoQ – is a better choice than an ELM permission. It is easier to set up, and does not depend on the user to return the license. You should not use ELM permissions, unless the users must be able to work without an Internet connection.
•On the Project permissions tab, you can see who got a license from projects. Normally, users get ELM licenses because they work in an online project. When someone is added to an online project, the project manager can grant her a license within the project, and the license remains with the user as long as she has work in the project. You cannot change these licenses here in the Server Administrator.
There is a separate list for every memoQ edition. From the drop-down box at the top, you can choose from memoQ (translator pro), memoQ (project manager), and memoQ (web). After you choose one of the editions, the dialog will show the pool size and the assigned licenses for that edition. The memoQ web license is used only when a user accesses the server from memoQWeb or from a third-party program such as SDL Trados Studio.
Project licenses are not automatically taken: It is possible that a user has permission to get a license from a project she works on. However, she might have a fixed license on her own. In this case, memoQ will not take the ELM license from the server because the active license is already strong enough to do the job. This means that a license is not automatically taken from the pool when someone is granted permission to take a license for a project.
Licenses are automatically taken for memoQWeb: If a user connects to memoQ server through memoQWebTrans or qTerm, the server automatically gives her a memoQ web license. If there are no more free web licenses, the server will try to allocate a translator pro license. If there are no free licenses for either edition, the user will not be able to access memoQWeb. Administrators are an exception: one administrator is always granted project manager or administrator access, so that they are not locked out of the system.
Project settings tab
In this tab, you can control how memoQ server grants and revokes licences through projects.
License valid till section: For better license economy, memoQ server automatically revokes CAL licenses granted to project participants when the project deadline expires. However, you can plan for going over the deadline by setting a buffer, which is how much missing a deadline is tolerated on the server. You have the following options:
•The latest deadline in the project overall, plus buffer: If you choose this radio button, all project participants get to use a CAL license (if available) till the entire project finishes. This means the latest deadline of the last participant plus the buffer – tolerance – value.
•User's own latest deadline in project, plus buffer: This is the default setting. A project participant can use a CAL license until she has work in the project. Once the deadline of her own last task expires, and the buffer time passes, her license is revoked.
•Buffer: Set the hours that the server should wait after a last deadline expires. The default value is 72 hours (3 days). The buffer is always set in hours, but there is no upper limit. If you do not want to allow a buffer, set this value to zero (0).
•Revoke license when user delivers last document in project, regardless of deadline and buffer: By default, when a user delivers her last document in her last role, memoQ server automatically revokes the license, even when time is still left from the deadline and the buffer. Clear this check box if you want memoQ server to always wait until the deadlines expire.
Adding users to projects section: This controls whether or not memoQ server automatically grants a translator pro license to new participants.
•When adding a new user to a project, automatically check "Desktop (translator pro)" license: This is the default setting. New project participants are always granted a license – if one is available when the user starts her copy of memoQ.
•Do not automatically grant license to newly added project users: Click this radio button if you do not want to grant licenses to project users automatically.
Note: This setting works for desktop users only. If someone works on the memoQ server through memoQWeb (that is, through her web browser), memoQ server will always grant her a license. If the server has free web licenses, it takes one from that pool. If there are no more web licenses, a desktop license will be used – and that limits the number of licenses the actual desktop clients can use.
Subvendors section: This controls how subvendor users get licenses with projects. It applies to subvendor users created by the subvendor manager.
•Web licenses as well as translator pro licenses: Subvendors always get a license, no matter whether they connect to the project through memoQWeb (their web browsers) or from the memoQ desktop program. This is the default setting.
•Web licenses only: Click this radio button if you do not want subvendor users to get desktop licenses. This means that they can work from memoQWeb only, unless they own a memoQ desktop (translator pro) license.
•No licenses: Click this radio button if you do not want to grant any licenses to subvendor users. This means that subvendor users cannot work on projects at all, unless they own a memoQ desktop (translator pro) license.
The Overview tab shows the available license pools as well as the licenses in use.
After you purchase new licenses and update your license pool, this is the tab you need to open to check if your license pool has the new licenses.
When you click a product name e.g. memoQ (translator pro), you will see a list of licenses currently in use. However, you cannot manipulate the licenses in this list.
On the Settings tab, you can define how memoQ server should send e-mails when something changes in the ELM licenses. memoQ server can send a reminder e-mail when too many licenses are taken, or when too few free licenses remain, or when the server's credential will expire soon.
The credential is a secret code that your memoQ server receives from Kilgray. Your memoQ server needs to check in once every week with the central memoQ activation server, using this credential. This is to make sure the server is not a rogue one, and it is not giving licenses that the server's owner did not purchase first.
In the Notification settings section, you can choose one or more of these notifications:
•Send e-mail when a pool's license usage exceeds: Enter a percent number: you will be notified when more licenses are taken. By default, it is set to 90%. When 90% or more of your licenses are taken, you receive an e-mail.
•Send e-mail when only one license remains in a pool: Check this check box to get notified when only one license is left in your license pool.
•Send e-mail when credential expires in less than 4 days: Check this check box to receive an e-mail when the server's credential is about to expire.
•E-mail address: memoQ server will send the e-mails to the address you type or paste in this box.
In the Credential section, click the Update credential online link. If this is the first time you access the ELM server, it will contact the central memoQ activation server to create the secret code (technically a public/private key pair) for the memoQ server. The memoQ server will use this credential to sign every license it grants.
Before you click Update credential online, check the Signed server URL 1 box above the link that contains the access URL of your memoQ server. Make sure this URL is accessible from the Internet. If not, change the access URL. If you use a second server URL for accessing memoQ server from within your organization, check that you entered a valid server URL 2 in the Intranet address (optional) field in the Configuration and Logging category of the Server administrator.
This is necessary because for your mobile licenses, the license server will act as the activation server, and it uses the same activation protocol as the central activation server. Creating or updating the ELM server credential is the process when the central activation server authorizes your memoQ server to perform activation for the mobile licenses in your license pool.
Later on, the memoQ server will automatically update the server credential. You need to do this manually only for the first time. You will not need to return to this page later, unless the access URL changes or you re-install the license server.
The central activation server does not grant the ELM server unlimited authorization to activate licenses. The credential must be renewed at least once per week. By default, the ELM server automatically renews the credential every day. However, if the renewal process fails three times, the server notifies the systems administrator in an e-mail.
Click Close to close the Server administrator dialog, saving all changes.
For a detailed description of setting up ELM licenses, refer to the Enterprise license management guide and the Project Manager guide, available from the Kilgray website.