COBBLESTONE SOFTWARE

Contract Insight — User Guide

Manage License Types

Security & Access: License Levels and Seat Usage

Note: Each procedure in this guide begins at the Contract Insight homepage, so any section can be followed on its own. License counts and the licensed maximum for each type are set by the application license key, so the figures shown will differ between environments.

1. Overview

Every employee account in Contract Insight is assigned a license type, referred to on the employee’s security screen as their License Level. The license type governs the seat the account draws on and, together with the security groups and permissions assigned to the account, what the employee is able to do in the system.

Contract Insight provides four license types:

• Admin — full administrative access. An administrator already holds every permission, so anything assigned to them through groups or individual permissions only takes effect if their administrator access is removed
• Super — an elevated user type, above Standard, typically used for contract managers and power users
• Standard — the general user type for employees who create and work on records
• ReadOnly — view-only access, for employees who need to see records but not change them

License types are managed in two places. The licensed maximum for each type, and the number of seats currently in use, are shown on the Initial Setup screen and on the License & Session Usage screen. The license type held by an individual account is set on the Employee Permissions screen.

Note: This system is licensed as a Concurrent User System. A seat is only used while somebody is signed in, so the number of accounts holding a license type is normally much larger than the number of seats in use at any moment.

2. Reviewing the Licensed Seats and Activation

Function: Shows the licensed maximum for each license type and how many seats are currently in use.

Steps:

1. From the Contract Insight homepage, click Administration at the bottom of the left navigation menu.
2. Under Configuration & Fields, select Initial Setup.
3. Review the tiles across the top of the screen.

The tiles report the following:

• license KEY — whether the key is Validated, and the licensing model it establishes, for example Concurrent User System
• ACTIVATION — the activation type, for example Perpetual, along with the account number for the system
• ADMIN USER LICENSES — the number of Admin seats active, against the licensed maximum, shown as “N Active (Max of: N)”
• SUPER USER LICENSES — the same figures for the Super license type
• STANDARD USER LICENSES — the same figures for the Standard license type
• READ-ONLY USER LICENSES — the same figures for the ReadOnly license type

Note: The Initial Setup screen also carries the Session Timeout In Minutes setting, which determines how long an employee’s session — and therefore the seat it holds — remains open without activity. The delivered default is 60 minutes.

3. Assigning a License Type to an Employee

Function: Sets the license type held by an individual employee account.

Steps:

1. From the Contract Insight homepage, click Administration at the bottom of the left navigation menu.
2. Under Security & Access, select Employee Permissions.
3. In the Search for an employee by name, username or email box, start typing the employee’s name. Select the employee from the results — inactive accounts are marked INACTIVE in the list.
4. The security screen for that employee opens, headed Security for <employee name>, with the License Level section at the top.
5. Select the license type required from the License Level pick-list: Admin, Super, Standard, or ReadOnly.
6. Click Update beside the pick-list to apply the change.

Beneath the pick-list, the screen reports live licensing information for the selected level:

• The number of seats of that level signed in now, against the licensed maximum — for example “Signed in now: 29 of 10,000”
• The number of active accounts that hold that level, with a reminder that a seat is only used while someone is signed in

Note: Where the employee is an administrator, a banner at the top of the screen states that they already have every permission, and that anything assigned on the screen takes effect only if their administrator access is removed. Use Back to search to move to another employee, or Open employee record to open their full employee record.

4. Reviewing Seat Usage by License Type

Function: Shows current and historical seat usage broken down by license type.

Steps:

1. From the Contract Insight homepage, click Administration at the bottom of the left navigation menu.
2. Under Security & Access, select License & Session Usage. The screen can also be reached with the Usage → link on the Session Manager.
3. Review the Right now panel, marked with a LIVE indicator, which shows the seats in use against the seats available for each of Admin, Super, Standard, and Read-Only.
4. Use the History controls — the 7 days, 30 days, and 90 days presets, the custom date range, and the By day or By hour views — to set the period reported below.
5. Review the Peak sessions by license type panel, which shows the peak usage and the seats spare for each license type over that period, alongside an All Sessions peak and the date it occurred.
6. Review the Sign-ins and sign-outs by day chart and the day-by-day grid beneath it, which reports Day, Arrivals, Resumes, People, Sign-outs, and Timed out. The grid has its own Export control and pagination with an Items per page selector.

Note: An arrival is somebody signing in. A resume is a session they already had being picked up again in a new tab or window — it is not a new person and does not take another seat, which is why the two are counted separately.

5. Freeing a Seat

Function: Ends a session so that the seat it holds becomes available to another employee.

Steps:

1. From the Contract Insight homepage, click Administration at the bottom of the left navigation menu.
2. Under Security & Access, select Session Manager.
3. Locate the session, using the Search box or a column filter if the list is long. The Access column shows the license level each session is using.
4. Click Sign out at the left of that person’s row. The session ends and the seat is released.

Note: This is the control to use when an employee forgets to log out and their seat is still held. Sessions also release their seats automatically once the session timeout is reached.

6. Updating the Application License Key

Note: The activation key and license key are provided by CobbleStone when Contract Insight is purchased, and they determine the licensed maximum for every license type. Changing the license key signs everyone out, so schedule the change for a maintenance window.

On the Initial Setup screen, the APPLICATION LICENSING section lists the two keys:

• Application Activation Key — Contract Insight’s Activation Key
• Application License Key — Contract Insight’s License Key

Each entry shows when it was last changed and by whom, confirms that the key is Set along with its length in characters, and carries a Replace key button for entering a new value. Changes made on the screen are committed with Save changes in the upper right, or abandoned with Discard.

7. License Types and Security Groups

A license type on its own does not grant access to records; it establishes the seat and the broad level of the account. What the employee can actually do is determined by the security groups and individual permissions assigned to them on the same Employee Permissions screen.

For this reason, security groups are commonly named for the license type they are intended to pair with, so that an account set to a given License Level is assigned groups built for that level. The Employee Permissions screen presents these below the License Level section:

• Security Groups — the usual way to grant access, since everyone in a group receives the same set of permissions. Groups are moved between the Assigned groups and Available groups lists using Assign and Remove
• Individual Permissions — permissions granted straight to the person, on top of anything their groups give them
• Additional Departments — departments beyond the person’s own, for permissions that are scoped by department

A What <employee name> can do summary at the foot of the screen lists everything the groups and permissions add up to, and updates as changes are made.

8. Reviewing What the license Includes

The license covers more than seat counts. At the foot of the Initial Setup screen, the WHAT YOUR license INCLUDES section lists everything enabled for the environment, grouped under:

• GATEWAYS & PORTALS — for example Vendor / Client Collaboration
• APPLICATION MODULES — the licensed modules, for example Purchase Order Management or Solicitation Management
• ADDITIONAL COMPONENTS — for example VISDOM+
• CONNECTORS — the licensed integrations, for example the Web Services API or Single Sign-On: SAML & ADFS
• SYSTEM FEATURES — the licensed features, for example Workflow Manager or the Online Report Designer

Note: Menu items tied to a module carry that module’s key on the Navigation Menu screen and only appear for employees when the module is licensed, so this list explains why some items are not visible in the left navigation.

9. Quick Reference Summary