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Managing Available Licenses in Your System

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The highlighted information on this page refers to functionality not yet generally available. It is available only in the Preview Sandbox environment.

Managing Licenses in the Production Environment

As a system administrator, you can access information about your Workfront account, including the number of licenses purchased, as well as the number of licenses currently in use.

The license information is in read-only mode and cannot be modified. It updates dynamically, as you assign access levels to users when you create them. For more information about creating users and assigning access levels, see "Creating Users."

To view the information about your available licenses:

  1. Navigate to the Setup area in the Global Navigation Bar. 
  2. Expand System, then click Customer Info.
  3. Locate the License section at the bottom of the Customer Info page.In the License section, you can view the number of available licenses as well as the number of currently used licenses. For example, the Number of Plan licenses may show 5 of 10. This means, you have 10 Plan licenses available and you have assigned 5 of them to 5 users when you assigned the Planner Access Level to them. For more information about assigning access levels to users, see "Creating Users." 
    You can view information about the following types of licenses:
      • Number of Plan licenses.
      • Number of Work licenses
      • Number of Review licenses.
        Your account might not include Review licenses, in which case the available number of Review licenses is 0.
        When your account includes Review licenses, the number of available licenses is 99,999. This means you have an unlimited number of Review licenses.
      • Number of Request licenses.
        Your account might not include Request licenses, in which case the available number of Request licenses is 0.
        When your account includes Request licenses, the number of available licenses is 99,999. This means you have an unlimited number of Request licenses.
      • Number of Proof licenses
        NOTE Proof licenses are available only to customers who have also purchased a Workfront Proof component in addition to their Workfront license. For more information about proofing, see "Proofing within Workfront."

For more information about licenses, see "Understanding License Types."

Managing Licenses in the Preview Environment

Viewing Licenses in Your System

As a system or group administrator, you can view license information in the Setup area. The number of used licenses updates dynamically as you assign access levels to users when you create them. For more information about creating new users and assigning access levels, see "Creating Users."

If you're not a system administrator, you can use a group report to view license count. In the Report tab, create a new group report and add the following columns:

  • License Type Limit: Worker Limit
  • License Type Limit: Planner Limit 

To view license information in your system:

  1. Click Setup > System > Licenses.

    For more information about the licenses listed, see "Understanding License Types."

    NOTE Proof licenses are available only to customers who have also purchased a Workfront Proof component in addition to their Workfront license. For more information about proofing, see "Proofing within Workfront."

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Managing Licenses in Your System

Managing the Group List

As a system administrator, you can control which home groups display on the Licenses page. This does not affect Group Administrators; they see only the groups they administer.

IMPORTANT To effectively manage licenses with groups, we recommend setting up specific Home Groups for business units before updating the max license count. For more information, see "Using Home Groups."

To add a group to the list:

  1. Click Manage Group List.
  2. Type the name of the group in the Home Group search field.
    NOTE You can add only parent-level groups. The licenses of users with a subgroup assigned as their Home Group are included in the parent-level license count.
  3. Click Save.

To remove a group from the list:

  1. Click Manage Group List.
  2. Locate the group you want to remove.
  3. Click the (x) icon inline with the group name.
  4. Click Save.

To search for a specific group within the group list:

  1. Click Manage Group List.
  2. Type the name of the group in the Home Group search field.
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Updating the Max License Count

As a system administrator, you have the option to set maximum license counts for the Home Groups in your system. Setting a max license count allows you to prevent a business unit from using Workfront licenses purchased for other business units within your organization. By default, the max license count is set to N/A, which means there is no limit.

Consider the following when setting a max license count for a Home Group:

  • The number of users with licenses cannot exceed the max set for a Home Group. If users attempt to exceed this max, they will receive an error.

 To update max license count:

  1. Go to Setup in the Global Navigation Bar.
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  2. In the left panel, click System then Licenses.
  3. (Optional) Add additional Home Groups:
    1. Click Manage Group List.
    2. Type the name of the group in the Home Groups search field.
    3. Click Save.
  4. Locate the group you want to update.
  5. Click the value in the Max column of the group you want to update.
    An input field is displayed.
  6. Specify a new max value for the group.
    NOTE To set a group's max back to the default, delete the number in the textbox. Do not set the number to 0.
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This article last updated on 2018-05-22 15:47:46 UTC