License Management

License control is an essential aspect of Avanteam administration. It allows you to monitor contractual compliance and optimize the use of your access tokens.

Accessing license management

Access path: Directory > Licenses menu (page Licence.aspx)

The dashboard provides an overview of your license pool and allows for fine-grained assignment management.

License types

There are two license levels in Avanteam, corresponding to two distinct usage profiles:

Reader License

Features:

• Read-only access
• Document search and viewing
• Reading procedures and information
• Dashboard consultation

Limitations:

• No content creation
• No modifications possible
• No access to validation functions

Target audience:

• Workshop personnel consulting procedures
• Occasional collaborators
• Read-only personnel
• External consultants in consultation mode

Author License

Features:

• Full access (read + write)
• Creating records and documents
• Content modification
• Workflow task validation
• Active participation in processes

Target audience:

• Regular contributors
• Process owners
• Validators
• Content managers
• Administrators

Viewing license inventory

Summary table

The first table at the top of the page displays the global status of your pool:

Display format: Used / Total (e.g.: 45 / 50)

Interpretation:

• 45 / 50: 45 licenses used out of 50 available (5 free)
• 50 / 50: Quota reached, no new assignments possible
• 30 / 50: 30 licenses used, 20 available

By application: The summary displays the quota for each installed Avanteam module:

• Quality Module
• Documents Module
• Actions Module
• etc.

Detailed assignment table

The second "Details" table lists each consumed token by name with all information necessary for management.

Detailed table columns

Column	Description	Usage
User	Full name of the collaborator	Identification
License type	Access level (Author/Reader)	Modifiable via Edit
Assignment date	Timestamp of the last license allocation	Activity tracking
Host	IP address or machine name	Abnormal session detection
Present in directory	✓ = active user ✗ = deleted user	Ghost license identification

Management operations

Assigning or modifying a license

Procedure:

1. Locate the user in the detailed table
2. Click the Edit button on their row
3. Select the desired license type (Author/Reader)
4. Confirm the modification

Impact: The change is effective immediately at the user's next login

Releasing a license (Managing departures)

Licenses are nominative. When a collaborator leaves, it is essential to release their license to make it available.

Procedure:

1. Search for the user in the "Details" table
2. Click the Delete button (trash icon) on their row
3. Confirm the deletion
4. The license is immediately returned to the common pool

Result: The "Used" quota decreases by 1 in the "Summary" table

Identifying ghost licenses

A "ghost" license is a license consumed by a user who no longer exists in the directory.

How to detect them:

• Sort the table by the "Present in directory" column
• Unchecked lines ✗ indicate ghost licenses
• These licenses should be deleted as a priority

Actions to take:

1. Verify that the user has indeed left the organization
2. Delete the license via the Delete button
3. Document the action for audit purposes

Monitoring usage

Indicators to track:

• Usage rate: Percentage of consumed licenses
• Assignment date: Identifies inactive users
• License type: Check adequacy with real needs

Alerts:

• Rate > 90%: Risk of saturation, plan a purchase
• Rate < 50%: Possible over-dimensioning
• Author users without activity: Consider switching to Reader

License optimization

Optimization strategies

Regular audit:

• Plan a quarterly license review
• Identify inactive users
• Adjust license types according to actual usage

Sizing by profile:

• Active contributors: Author license
• Occasional consultants: Reader license
• Workshop personnel: Reader license
• Managers: According to their participation level

Managing variations:

• Temporary workers: Release licenses at contract end
• Interns: Use Reader licenses
• External consultants: Limit assignment duration

Export and reporting

Export button: Located at the top of the page, allows downloading the complete pool status

Available formats:

• Excel: For in-depth analysis
• PDF: For archiving and audit

Uses:

• Contractual compliance audits
• Internal billing by department
• Justification for additional orders
• Support documentation

Compliance and audit

Regular verifications

Monthly controls:

• Number of licenses used vs contractual quota
• Presence of ghost licenses
• Adequacy of license types

Quarterly controls:

• Complete export for archiving
• Usage trend analysis
• Future needs projection

Annual controls:

• Complete audit with purchasing department
• Contractual compliance verification
• Sizing reassessment

Documentation

Traceability:

• Keep monthly exports
• Document license deletions
• Justify license type changes

Reports:

• Monthly report to management
• Quarterly report to purchasing
• Annual report for external audit

Use cases

Case 1: New employee arrival

Situation: Hiring a new Quality Manager

Action:

1. Check availability of an Author license in the Summary
2. Create the user in the directory (they will automatically get a license on first login)
3. Verify assignment in the Details table
4. Confirm license type (Author)

Case 2: Employee departure

Situation: User departure

Action:

1. Deactivate the account in Directory > Users
2. Go to Directory > Licenses
3. Locate the user in the Details table
4. Click Delete to release the license
5. Verify that the "Used" quota has decreased

Case 3: User optimization

Situation: A user with an Author license never creates content, only consults

Action:

1. Identify the user in the Details table
2. Check the Assignment date and actual activity
3. Click Edit
4. Change type to "Reader"
5. Communicate the change to the user
6. The Author license is freed for another user

Case 4: Quota saturation

Situation: Display 50 / 50, need to add a user

Possible actions:

1. Short term:
   • Identify an inactive user and release their license
   • Convert a low-activity Author user to Reader
   • Delete ghost licenses
2. Medium term:
   • Order additional licenses
   • Export usage report to justify purchase
   • Contact Avanteam sales

Best practices

Proactive management

• Anticipation: Always keep a 10% margin on your quotas
• Monitoring: Monitor usage rate weekly
• Reactivity: Release licenses within 48 hours of a departure
• Communication: Inform managers of license type changes

Security

• Audit: All license deletions are traced in logs
• Validation: Document reasons for changes
• Control: Limit access to license management to administrators
• Archiving: Keep monthly exports for a minimum of 3 years

Performance

• Cleanup: Regularly delete ghost licenses
• Optimization: Adjust types according to actual usage
• Forecasting: Anticipate needs during growth projects
• Budget: Maintain a reserve for unexpected needs (temporary workers, projects)