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Create license requirements from remote application usage

Licensing remote application usage and Server access

Applications that are hosted on a server or a virtual desktop with client operating system also require appropriate licensing. Licensing terms for desktop applications normally define that every user or device that runs an application remotely requires a license. 

As for some server software and operating systems Client Access Licenses (CAL) are required in addition for accessing users or devices.  

In general this means, that every user or device that is able to run the software or access a server actually needs a license, unless you prove which user or device is actually using respectively accessing it. Remote usage tracking is a broadly accepted instrument to deliver this evidence. What you need to do is installing the Remote Usage Tracking Agent on every server or virtual client, tracking the actual access and usage by users and their devices. 

Before you can start tracking you need to configure the Matrix42 Software Asset Management server and deploy the agents. Read this article for instructions.

The configuration of remote usage and remote access described below depends on the "Product Group" setting of Software Product.  If set to "Application", remote usage can be configured. If set to "Server" or "Operating System", remote server access can be configured.

Remote Use Entitlement

Before configuring the tracking of remote usage or remote access, you need to review and possibly adjust the settings about the entitlement.

This is how to configure the entitlement for a Software Product with remote usage or access:

  1. In License application, navigate to the "Software Compliance" search page. 
  2. Select the Software Product you want to configure and click "edit" action.
  3. Select dialog page "License Requirements"  and there tabulator "Remote Use Entitlement"
  4. Select the License Model to be used with remote usage or access for the resulting License Requirement if the default License Model configured with the Software Product does not apply with remote usage or access. Leave it empty to use the default License Model.
  5. Activate the check-box "Entitled Second Copy" if licensing terms define that remote usage is eligible for a device that is licensed for a local copy of the Software Product by "Second Copy" right. Deactivate the check-box if remote usage means that the previously applied "Second Copy" right is no longer valid. See examples below.
  6. Activate the check-box "Consolidate according to downgrade options" if licensing terms define that remote usage is eligible also with a local copy of an other (older) version of the Software Product that can be downgraded during entitlement. Deactivate the check-box if not. See examples below.
    If activated:
    • Add Software Products to the list "Following Software Products are included with a license" that share the same entitlement for the same consumer of created License Requirements  according to the licensing terms.  If a user or device has remote usage to either one of those Software Products, their usage will not be effective regarding required licenses. 
    • Add Software Products to the list "Licensed along with the following Software Products" that share the same entitlement for the same consumer of created License Requirements  according to the licensing terms.  If a user or device has remote usage to either one of those Software Products, the usage of this configured Software Product will not be effective regarding required licenses. 
  7. Save your changes

Example "Second Copy" (setting described with number 5 above)

  • Device A has Software Product locally installed with a corresponding license requirement that is effective.
  • Device B has Software Product locally installed with a corresponding license requirement that was consolidated as "Second Copy".
  • Device B is used to run Product remotely on a Terminal Server.
  1. Option: Check-box is activated: License Requirement for Device B remains consolidated.
  2. Option: Check-box is deactivated: License Requirement for Device B becomes effective (Second Copy Right consolidation is removed).

Example "Consolidate according to downgrade options" (setting described with number 6 above)

  • Device A has Software Product  version 2 locally installed with a corresponding license requirement that is effective.
  • Device A is used to run Product version 1 remotely on a Terminal Server.
  1. Option: Check-box is activated and Version 1 is listed as "licensed along": License Requirement for Version 1 becomes consolidated.
  2. Option: Check-box is activated and Version 1 is NOT listed as "licensed along": License Requirement for Version 1 is effective.
  3. Option: Check-box is deactivated and Version 1 is listed as "licensed along": License Requirement for Version 1 is effective.
  4. Option: Check-box is deactivated and Version 1 is NOT listed as "licensed along": License Requirement for Version 1 is effective.

Remote Application Usage Tracking

This is how to configure a Software Product with Product Group "Application" for remote application usage tracking:

  1. In License application, navigate to the "Software Compliance" search page. 
  2. Select the Software Product you want to configure and click "edit" action.
  3. Select dialog page "License Requirements"  and there tabulator "Usage Tracking"
  4. Activate check-box "Enable tracking of the following executables"
  5. Add entries with the names of all executable files that correspond with the application usage by a user (e.g. excel.exe). Do not use executables that are always running, i.e. processes that update the applications automatically (e.g. autoupdate.exe). 
  6. Save your changes

With the executables the version is optional and should only be provided, if there are multiple versions installed in parallel on the same server or virtual client.  Use the wildcard "%" for matching different minor versions (e.g. "14.%" for "14.1" and "14.2"). 

The system will now use remote application usage data and create License Requirements automatically.

Remote Server Access Tracking

This is how to configure a Software Product with Product Group "Server" or "Operating System" for remote application usage tracking:

  1. In License application, navigate to the "Software Compliance" search page. 
  2. Select the Software Product you want to configure and click "edit" action.
  3. Select dialog page "License Requirements"  and there tabulator "Usage Tracking"
  4. Activate check-box "Track sessions"
  5. Add entries with all software products whose access needs to be licensed. 
  6. Select relevant network zone (i.e. IP range) to differentiate between accessing from local network or from outside (also see IP Ranges for Local Network in  License Management Settings). 
  7. Select ownership of used device to differentiate between corporate and non-corporate devices.
  8. Save your changes

Relevant network zone and device ownership is not relevant for licensing in most cases. Accordingly, enable all options. 

The system will now use remote access data and create License Requirements automatically.

Configuration Overview

In order to help you overlooking your configurations there are special overview pages in the Licenses application. You find them in the navigation under "Technical Inventory / Application Usage / Configuration":

Navigation Item Displayed Data
Executables List of all executables assigned to Software Products for remote application usage tracking
Hosted Applications List of all Software Products that are installed on Application Hosts based on their software inventory
Applications Hosts List of all Application Hosts where the Remote Usage Tracking Agent is installed and communicating properly 

Tracking Data

All recorded remote access and usage data is displayed in special pages in the Licenses application. You find them in the navigation under "Technical Inventory / Application Usage":

Navigation Item Displayed Data
Remote Access List of tracked sessions from users and devices based on remote access tracking configuration
Remote Usage List of tracked application usage from users and devices based on remote usage tracking configuration
Clearing Required List of user accounts and devices that could not be identified by their name with existing persons or devices

In case there are any unknown users or devices listed in "Clearing Required" you just need to ensure that user accounts or devices do exist in the corresponding inventory. The system will try to identify them during next background processing (execution of engine activation "License Management - Data Batch Processing").