1.877.833.1202

Courier One-time Licenses

There are circumstances where a user needs exclusive rights to view or approve a single or small set of documents in FileHold. In these cases it may be impractical and excessively costly to assign these users a FileHold registered user license. Instead, a FileHold feature called Courier, can be used to route documents for review and/or approval to people outside of the FileHold system.

A license type called Courier Licenses is needed when documents are sent out through Courier. Customers can purchase these Courier licenses in “packs”. These license packs contain the number of units purchased. Units are consumed when documents are sent out through a Courier transmission. The number of units consumed in a view or approve action depends on the action taken on a document. For example, viewing document consumes one unit and approving a document requires two units. Packs can be priced differently according to volume. Contact sales@filehold.com for Courier license pricing.

One time usage is given to a specific user for a specific operation. Some examples of one-time license uses are:

  • Five documents are transmitted to a construction sub-contractor (external user); 4 for viewing and 1 for approval. A total of 6 one-time units will be consumed for these license grants.
  • One contract is transmitted to an outside property company and must be countersigned by the VP of operations (internal user). A total of 2 one-time units will be consumed.
  • A corporate attestation document must be accepted by all 600 company employees. 50 employees are regular FileHold users. 1100 one-time units will be consumed.

Courier licenses observe the following rules:

  • The license is perpetual as long as the main FileHold license is active and until explicitly cancelled or fully consumed.
  • The license units are reserved for completing the viewing or approving action when a document is transmitted through Courier.
  • The license for a view are fully consumed when the document is downloaded. A document can be viewed again even if the action is completed.
  • The license units for approval are fully consumed when the document is approved or not approved.
  • If changes are requested to the documents (approval postponed) units are not consumed.
  • If a document is not approved, the actions for any other recipients are cancelled and units are returned if the action has not already completed.
  • If the transmission expires before the user completed the activity, no usage units are consumed.
  • One-time licenses have no inherent expiry, but the Courier template by impose an expiry. For example, if a user is asked to approve a document the one-time license will be fully consumed after the approval is complete. If the user is given a document to view, the document will remain viewable on the same license unless the right to view is explicitly removed. See Courier templates for more information.

Note: If a document is routed to a registered FileHold user, no one-time licenses are consumed. The Courier license is perpetual as long as the registered user is enabled. If a user is disabled their grants are suspended, but not cancelled. If the user is re-enabled the suspension is lifted.

Once the one-time license pack has been obtained, the license file will need to be installed in order to route documents. One-time licenses are managed from the Licensing page. Multiple packs can be installed in the system at one time. A license pack can be installed exactly once on exactly one FileHold server as identified by its unique id.

In the List of Courier licenses page, you can:

Request a Courier License

To request a Courier license

  1. In the Web Client, go to Administration Panel > System Management > License Information. The System Information displays your current license information.
  • From the FDA, go to Administration > License Information. You are directed to the Web Client login page.
  1. Click Request a Courier license.
  2. In the Request a Courier license page, enter the number of units that you want to purchase. This field is required.
  3. Enter the Organization name. This field is required.
  4. Enter the Contact name. This field is required.
  5. Select one of the following request methods:
  • Send the request directly to FileHold —Sends the email directly to licensing@filehold.com. This is the preferred method if you have an internet connection available.
  • Open email client to send request — Opens an email using the default email client with the license details and addressed to licensing@filehold.com.
  • Copy the request to the clipboard — The text for the body of the email displays below. Copy and paste the contents into an email and send to licensing@filehold.com. You can use this method if your server does not have internet access.
  1. Click Cancel to return to the License information page.

IMPORTANT: Make sure that filehold.com is on your email security white list or authorized list to ensure the license file does not get trapped by your SPAM filter.

Add a Courier License

To add Courier license packs

  1. In the Web Client, go to Administration Panel > System Management > License Information. The System Information displays your current license information.
  • From the FDA, go to Administration > License Information. You are directed to the Web Client login page.
  1. Click Manage Courier licenses.
  2. In the List of one-time licenses screen, click Add a Courier license.
  3. In the Upload a one-time license file screen, click Choose file to select the otlic license file that was sent to you from licensing@filehold.com.
  4. Click Upload and validate. The message “The uploaded Courier license file is valid” is displayed.

Note: If the one-time license was already uploaded, a message “The uploaded Courier license file has already been added” is displayed. The the license file is not valid, a message “The uploaded Courier license file is not valid” is displayed.

  1. Click Add license. The license is added to the list of Courier licenses.

List of one-time licenses

The following table describes the List of Courier licenses screen:

Column Description

Courier license pack id

The ID code for the license. This is a unique code for each pack.

Status

Open – the license pack is available for consumption.

Closed – the license pack has been fully consumed.

Locked – the license pack is locked and units cannot be consumed.

Cancelled – the license pack was cancelled and cannot be consumed or reinstated.

Purchased units

The total number of units in the pack.

Granted units

The number of units consumed in the pack.

Available units

The number of remaining units in the pack.

Issued date

The date the license was issued.

Installed date

The date the license was uploaded to FileHold.

Courier Usage Log

The Courier usage log can be used to view the use and consumption of units in a license pack. The Courier usage log can be seen from both the License information page and the Administration reports areas.

To view one-time license pack log details

  1. In the Web Client, go to Administration Panel > System Management > License Information and click Manage Courier licenses.
  • Alternatively, go to Administration Panel > Administration Reports > Courier usage log.
  1. In the List of Courier licenses, click the View icon View icon to view the log details of a license pack.
  • Optionally, expand the Filter area (+) and select a status of the one-time license pack to narrow down the list.
  1. The details for the usage of the one-time license pack is shown in the Courier Usage Log. Use any of the following filters:
  • Courier license pack id. This can be changed to another license pack ID.
  • Date range from <date> to <date>
  • User. This is the email address of the recipient of the Courier transmission.
  1. Click Apply Filter. The number of results and the report are shown below. The number of rows that are displayed in the report view can be adjusted to show 15, 30, or 60 rows at a time using the Page size drop down. Click on the column to sort in ascending or descending order.
  2. Click Export to CSV to export the results to a CSV file.

The following table describes the List of Courier licenses screen:

Column Description

Courier license pack id

The ID code for the license. This is a unique code for each pack.

Action

Reserved – the action has been assigned but not yet completed. The unit is held in reserve for the action.

Consumed – the action has been completed and the unit was used.

Returned – the unit has been returned because a document was marked as not approved by another user before another action could be completed.

Units

The total number of units in the pack.

Action date

The date the action was completed.

Transmission id

The unique transmission identifier for the Courier action.

If you click on the transmission ID, it will take you to the Courier transmission detail screen. See the Courier transmission log for more information.

User

The email address of the person that the action was assigned to.

Locking and Unlocking Courier Licenses

Locking a one-time license pack prohibits the consumption of the units. The pack can be unlocked when consumption needs to be resumed.

To lock/unlock Courier license packs

  1. In the Web Client, go to Administration Panel > System Management > License Information and click Manage Courier licenses.
  2. From the List of one-time licenses, click Lock for the license pack ID that is to be locked from consumption.
  3. To free up the license pack, click Unlock. The pack units can now be consumed.

Canceling Courier Licenses

You can only cancel a Courier license pack if it has not yet been consumed. A cancelled license can never be used again. You would only cancel a license pack if it was issued in error.

To cancel one time license packs

  1. In the Web Client, go to Administration Panel > System Management > License Information and click Manage Courier licenses.
  2. In the list of Courier licenses, click Cancel for the license pack you want to cancel / not use.
  3. A message is displayed “Warning: You are about to permanently cancel a Courier license. Are you sure you want to continue?”
  4. Enter a system administrator password to confirm the cancellation and click OK. The status of the license is changed to “Cancelled”.

Exporting to CSV

Export list of Courier licenses to csv

  1. In the Web Client, go to Administration Panel > System Management > License Information and click Manage Courier licenses.
  2. From the List of one-time license or in the One-time usage log, click Export to CSV to export the results to a CSV file. The csv file is downloaded.