Chapter 5: Managing licenses

You can quickly and easily assign licenses to individuals who are managing the system or dictating using the Dragon Client. This chapter describes how to grant and revoke licenses and how to obtain information on the licenses being used by your organization.

Use this chapter to configure settings in the NMC that are common for most products that use the Nuance Management Server.

The information in this chapter is for administrators that have the privileges to configure settings for Dragon NaturallySpeaking

Professional.

Managing licenses

When you first install Dragon NaturallySpeaking Professional, you enter the organization number that Nuance provides, and after the installation is complete, you already have a user account named admin that you can use to log on.

You purchase three types of licenses: n

Dragon NaturallySpeaking Professional Administrator—License to access the NMS

Server and configure the system. Nuance provides two free licenses of this type.

n

Author—License for any type of user to dictate using the Dragon Client.

DNS Professional allows only NMC Administrator users with particular privileges to manage licenses for all other users.

Types of license upgrades available

If you are an existing customer and would like to purchase additional licenses or upgrade your existing licenses, you can contact your Nuance representative.

Obtaining and applying licenses

When you first purchase the product, you also usually purchase some initial licenses. To later purchase additional licenses, contact your Nuance representative.

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Importing licenses included with Dragon NaturallySpeaking Professional

You can purchase as many licenses as you need up front when you purchase the product. Later, when you start the NMS Server, to download the licenses purchased for your account:

1. On the menu bar click Licensing, and then click the Import License Key icon. The

Import License Key window opens.

2. Copy and paste the encrypted license key you received in e-mail into the License Key box.

3. Click Show Information.

4. Click Import. The NMS Server decrypts the license key and generates the licenses on your system where they become available for you to grant to the user accounts you create.

Purchasing and obtaining new licenses

When you purchase additional licenses through your Nuance representative, once the licenses have been issued, you see a message about the license or licenses in Utilities>

Messages. You do not have to take any action to receive those licenses. You are not required to approve them to initiate download of those licenses; instead, the licenses appear in the Licenses Summary when you click Licensing > View Licenses tab, where you can grant those licenses to particular administrators or . To refresh the data on the Licenses Summary screen, press Refresh at the bottom right of the screen.

For more information on working with the licenses in the Licenses Summary, see: n

Granting licenses on page 95

n

Receiving expiration alerts and renewing licenses on page 97

n

Revoking licenses on page 98

Viewing licenses

After you have purchased licenses and prepared to grant those licenses, any individual with an NMC Administrator user account that you assigned the appropriate security rights can take steps to view the licenses that are in the NMS Server.

Viewing existing licenses

1. Click Licensing on the menu bar.

2. Click the View Licenses icon.

3. In the Licenses Summary screen, enter the search criteria.

4. Click Search. The Licenses Summary screen displays the search results.

l

Organization Name—Each license is associated with a particular organization for a particular product.

l

Mode—This field is always set to Account or Enterprise.

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Chapter 5: Managing licenses l

OEM Name— Ignore this field.

l

Product Name—For an NMC Administrator license, the product name is the

Nuance Mgt Console (NMC); for a Dragon Professional license, the product type is Dragon NaturallySpeaking.

l

License Type—NMC Administrator (for using the Nuance Management

Console), or Dragon Professional (for dictating on client workstations).

l

Expires on—The expiration date for the license. l

Total Licenses— Total number of licenses of the particular type that you have, whether or not you have granted them to anyone.

l

Used Licenses—Total number of licenses of the particular type that you have granted to user accounts.

5. To refresh the data on the Licenses Summary screen, press Refresh at the bottom right of the screen.

6. From this table, you can now grant or revoke licenses.

As you grant the licenses, the number of that type of licenses available automatically adjusts in the table. Likewise, when you receive the new licenses from Nuance, the

NMS Server adjusts the number of licenses of that type in the Licenses Summary table.

Viewing license usage information

In the Nuance Management Console, you can create a report and view data about how your

DNS Professional licenses are being used in your network by indicating how often and when users last logged in to either the Dragon Client (Author licenses) or the NMS (Administrator licenses).

You can view usage information for available license types. The following license types are specific to DNS Professional: n

NMC Administrator n

Author license

.You can use the license usage information in the report to manage and optimize the use of

DNS Professional licenses in your organization. For example, if a user with a DNS

Professional license does not use the license frequently, you can re-assign the DNS

Professional license to another user.

You can also use the license usage information to plan the future license requirements for your organization.

To generate and view the usage report, you must have the proper administrative rights in the

Nuance Management Server (NMS).

1. Open the Nuance Management Console.

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2. In the Trends section, under Usage, select License Use.

The Nuance Management Console displays the License Usage view.

3. Select the search criteria for the report:

i. The Organization field is greyed out.

ii. In the License type field, select a license type.

iii. In the Start Date/Time field, select a start date and time.

iv. In the End Date/Time field, select an end date and time.

5. Click the magnifying glass.

The Nuance Management Console generates a report using data from the Nuance

Management Server.

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The Nuance Management Console displays the report as a grid with the following information: n

Login - The login information of the user.

n

Last Name - The last name of the user.

n

First Name - The first name of the user.

n

Last Login - The date and time that the user last logged into the system.

Chapter 5: Managing licenses n

Days Since Last Login - The number of days since the last date the user logged into the system.

n

Login Count -The total number of times the user logged into the system between the

Start Date/time to the End date/time.

Save search results to a .csv file

On screens that display search results, you can save the search result data for future use.

A status bar at the bottom right of the screen displays: n The number of rows on the screen, for example: .

n An icon that refreshes the search results .

n The save icon.

i. Press the icon.

ii. In the dialog box, browse to a location to save the file.

iii. Press Save.

Granting licenses

You can grant licenses when you create a user account or after you create the account.

If you delete a user account for a professional who still has an active license, the license becomes available for you to grant to another user.

Granting a license immediately after creating a user account

1. When you first create a new user account, if you have already downloaded licenses, when you save the user account, the NMC display the Licenses dialog box .

2. In the Licenses dialog box , select one or more types of licenses to assign to the user account.

3. Once you select the license types, if purchased licenses of that type are available on the server, NMS Server automatically assigns them to the user account. Otherwise, it pops up a message, saying the license is not available. If the license is not available, that's not a problem, as you can grant the license later, after you either purchase or download more licenses or free up a license from another user account by revoking that account's license or deleting the user account.

Granting a license to an existing user account

To grant a license to an existing user account:

1. Click Licensing on the menu bar.

2. In the ribbon below the Licensing tab, click the View Licenses icon.

3. In the Licenses Summary screen, enter search criteria in the fields and click Search.

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4. Click on the row with the type of license that you want to grant.

5. In the License Allocation section, click the Grant icon.

6. When the Grant License tab opens, the organization's name and the type of license appear in the top left of the screen. Below the organization name, you see a list of

Available Users containing the names of people whose user accounts that do not have licenses. To the right of the Available Users section, you see an empty list of

Selected Users. A small box labeled Available Licenses displays the number of licenses that are available for you to assign.

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Select the person or persons to grant the license to in the Available Users list and those names become highlighted.

7. Click the > button between the two lists to move that user's name to the Selected

Users list. The user name(s) move to the Selected Users list on the right and the number of available licenses then reduces to show that fewer licenses are available.

8. If you missed any names, repeat the last three steps for other users in the Available

Users list who you'd like to grant the same type of license.

9. If you make a mistake or change your mind about granting one of these licenses while the tab is still open, you can click on the name in the Selected Users list and click the < button to return that name to the Available Users list.

Chapter 5: Managing licenses

10. When you are satisfied that licenses listed are those you want to grant, click OK to save the information and grant the licenses. The tab closes and you return to the

Licenses Summary table.

11. Repeat this process for each type of license you want to grant.

Receiving expiration alerts and renewing licenses

Thirty days before a Dragon NaturallySpeaking Professional license is going to expire, you start receiving alerts about that fact. You should be sure to renew the license before it expires.

Viewing messages about expired licenses

If a license is close to expiring, you receive a reminder message. To view messages that might contain alerts about licenses that are expiring soon:

1. Click the Utilities tab on the ribbon.

2. Click Messages.

3. In the Messages window, search for messages that are related to licenses. Expiration messages look like the following messages:

4. If the message says a license or set of licenses are about to expire, you should follow the renewal process below to renew the license.

Renewing the License

To renew an existing license:

1. Contact your Nuance representative. The representative should be able to verify your official organization number and take you through the process of purchasing renewal licenses and any additional licenses you would like.

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2. Once the renewal is approved, the licenses download to the Nuance Management

Server. You can then see the licenses in your Nuance Management Console.

Revoking licenses

To revoke a license that is associated with a user account:

1. Click Licensing on the menu bar and in the ribbon below the Licensing tab you see the

View Licenses icon.

2. Click the View Licenses icon.

3. Enter search criteria and click Search.

4. Click on a license that you want to revoke.

5. To revoke the license from one or more uses, in the Licensing area, click the Revoke icon. The Nuance Management Console displays the Revoke License tab. In the tab, you see a list of Licensed Users to the left and an empty Selected users list to the right.

6. In the Licensed Users list, select one or more users to revoke a license from, then click the button between the two lists with a > symbol in it. The names move to the Selected

users list.

7. Click OK to save the change. The tab closes and you return to the Licenses Summary table. The newly revoked licenses should be added to the number of licenses available in the table.

8. Repeat this process for each type of license you want to revoke.

Dictating with Author licenses while disconnected from network

Because licenses to dictate with a Dragon Client are always stored on the NMS Server, each user with an Author license must log on to the network at least every 90 days. The 90 day limit is how long the professional can dictate (usually on a laptop) without connecting to the server to refresh the license.

If the user tries to dictate for longer than 90 days without connecting to the server, Dragon

NaturallySpeaking Professional rejects that provider's user name and password, and prompts the professional to connect to the network.

The Dragon Client continues to refuse the user access until after the dictation equipment has been reconnected to the network, where the NMS Server can confirm authorization to use the license.

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