Administrating Organization Licenses with the Customer Portal

The Graebert Customer Portal lets administrators manage and maintain organization licenses with a Graebert Account.

An organization uses one permission key for ARES products for multiple users.

More organization licenses for multiple users can be added anytime to the organization, for example, if the organization purchases another license type or an additional license for multiple users with a different duration.

Note: Licenses for organizations do not require a physical network. Use Flex Licenses to share a license with multiple users in several locations in a network.

The person who creates an organization in the Customer Portal acts as the administrator of that organization.

Use the Admin Space option from the Customer Portal menu to access all features necessary to manage and maintain organization licenses.

As the person responsible for ARES licenses of an organization, you can

• display license usage statistics and additional information about the products and permission type in the Dashboard panel of the organization
• create a new organization and to edit information about the organization (see New Organization / Organization Profile)
• invite users to participate in sharing the organization license, enable or disable participations, determine a co-administrator, and remove users from the list of participants (see Organization Users)
• add licenses the organization purchased and to monitor the status of the applications in use (see Organization Products)
• distribute permissions per ARES product to users (see Organization Permissions)

To switch back to your user account:

• In Admin Space, in the menu, click My Account.

New Organization / Organization Profile

Creating a new organization allows an administrator to manage the relationship between users and permissions to use ARES products.

It is required to have created a Graebert Account to access the Customer Portal which lets you create a new organization.

Use the Organization Profile option from the Admin Space to change information about the organization anytime.

You should create an organization in the following situations:

• You purchased one or multiple permission key(s) that include the same products and license types.
• Flex Licenses.
• Flex Cloud Licenses.

To create a new organization:

1. Log into the Graebert Account.
2. In the menu, click Organization Profile.
3. Click Create an organization.
4. In Insert Permission Key, copy the Permission Key you received when you purchased the license of the software product.
5. Click Validate Permission Key.
6. Click Continue.

   The form to edit the organization profile expands.

7. Specify the required information about the organization (organization name, organization address, contact person, and contact data such as e-mail address and phone number).
8. Click Create a new organization.

To edit the organization profile:

1. Log into the Graebert Account.
2. In the menu, click Admin Space.
3. In the menu, click Organization Profile.
4. Edit the information about the organization (organization name, organization address, contact person, and contact data such as e-mail address and phone number).
5. Click Save.

: Only the administrator can change the information about the organization.

To add an organization license:

• To add a license that was purchased for the organization, see Organization Products.

Organization Users

The Users panel from the Admin Space lets you define the group of persons who can share the organization license.

To assign permissions for products to users, use the Permissions panel from the Admin Space.

As an administrator, you can

• inivite users to participate in sharing organization license(s)
• enable or disable users participation
• determine a co-administrator
• remove users from the list of participants

Users who were invited to share an organization license receive an e-mail with a link to confirm participation.

: Each user of the organization who is granted permission to use the organization license must have a Graebert Account.

To invite users to participate in sharing organization license permissions:

1. In the Customer Portal, in the menu, click Admin Space.
2. Click Users.
3. Click Invite User.
4. In the input area, specify – separated by semicolon – the e-mail addresses of members of your organization who are selected to participate in using organization license permissions.
5. Click Invite.

   The new users are added to the list of participants who can share the license(s) of the organization.

   All invited users receive an e-mail to participate.

   As long as a user has not confirmed the invitation by clicking the corresponding link in the e-mail, his membership is marked as "Pending". If necessary, you can resend the invitation.

   : Use the Filter By option to display only the invitation or only the requests. Additionally, the Search field lets you find a user by email address.

   As an administrator, you can invite more users anytime.

   Note: User accounts that are already part of another organization cannot be added to an additional organization.

To accept a request:

1. In the Customer Portal, in the menu, click Admin Space.
2. Click Users.
3. Click Invite User/Manage Requests.
4. Optionally, in Filter By, select New User Request to display only the requests. Additionally, the Search field lets you find a user by email address.

   As long as you have not accepted the request, user's membership is marked as "Pending".

5. From the list of requests, click the arrow  next to the user name to display information.
6. Click Accept.

To remove an invitation:

1. In the Customer Portal, in the menu, click Admin Space.
2. Click Users.
3. Click Invite User/Manage Requests.
4. Optionally, in Filter By, select New User Invite to display only the invitations. Additionally, the Search field lets you find a user by email address.
5. From the list of invitations, click the arrow  next to the user name to display information.
6. Click Remove.

   Note: You can invite the user anytime to rejoin the group of persons who can share the organization license.

To enable or disable participations:

1. In the Customer Portal, in the menu, click Admin Space.
2. Click Users.
3. From the list of participants, click the arrow  next to the user name to display information.
4. Click Disable to remove the specified user from the group of persons who can share the organization license.

   - or -

   Click Enable to readmit the specified user to the group of persons who can share the organization license.

   Note: If you disable participation of a user, the name will disappear form the permission lists of all products unter Permissions.

To determine a co-administrator:

1. In the Customer Portal, click Admin Space.
2. Click Users.
3. Click All Members.
4. From the list of participants, click the arrow  next to the name of a user who is entitled to participate.

   : To find a user, type the email address in the Search field.

5. Click Co-admin.

   Note: You can specify only one person as co-administrator.

To remove users from the list of participants:

1. In the Customer Portal, in the menu, click Admin Space.
2. Click Users.
3. Click All Members.
4. Optionally, type the email address in the Search field to find the user to delete.
5. From the list of participants, click the arrow  next to the user name to display information.

   : To find a user, type the email address in the Search field.

6. Click Remove.

Organization Products

Use the Products panel from the Admin Space to add licenses the organization purchased and to monitor the status of the applications in use.

To add an organization license:

1. In the Customer Portal, in the menu, click Admin Space.
2. Click Products.
3. In the input field, specify the permission key you received for your organization license.
4. Click Validate Permission Key.
5. Click Add product to my list.

   The name of the software product appears under Products, for example, ARES Commander.

6. Click the arrow  next to the product name to expand product information, which includes start and expiration date, license type (annual, perpetual, etc.), and license key.

Organization Permissions

Use the Permissions panel from the Admin Space to distribute permissions per ARES product to users.

To manage the devices the organization uses to run your ARES products:

1. In the Customer Portal, in the menu, click Admin Space.
2. Click Permissions.
3. Click the arrow  next to the product name to expand a product.

   Under Available Licenses, the license or the licenses of the organization appear.

   The license type(s) displays as well as the current number of permissions in use and the maximum number of users.

   Below the license(s), the users who can share the license(s) are listed.

4. If you manage more than one organization license, click the bullet in front of a license to select it.

   The selected license is marked by a highlighted (yellow) bullet .

5. In the list of users, click the box in front of a username to enable or disable the user's permission to use the specified organization license.

   The users who can share the license are marked by a highlighted (yellow) box .

 Note: Make sure to advise users in the organization when their permissions have changed.

To export permission data to a .csv file:

1. In the Customer Portal, in the menu, click Admin Space.
2. Click Permissions.
3. Click Export Permission Data to CSV-file.

   The .csv file is downloaded to the Downloads folder.