Concurrent access licenses determine how many users can log into the document management system at the same time (concurrently). This number varies depending upon how many concurrent user licenses your organization has purchased. There are different types of concurrent sessions:
- Normal - Concurrent sessions used by registered users with a read-only role or higher.
- Guest - Guest sessions used by registered users with a guest role. Guest concurrent sessions allow large numbers of users to access the document repository using a generic username and password. Guest concurrent sessions are purchased in groups of 50. For more information, see Guest User Accounts and Self-Service Portal.
- Capture – The number of SmartSoft Capture sessions. SmartSoft Capture is a scanning application that works with FileHold. See the SmartSoft Capture for more information.
To see how many concurrent sessions you have, you can look at the User page or the License Information page. The User page also displays the number of insufficient events for the last 24 hours in the Remaining Licenses area. You can see who is logged in and using a concurrent session from the User Activity Log.
To determine if there are enough concurrent user licenses for the software, run the Insufficient Sessions report to view which users were not able to log into the system due to there not being enough concurrent licenses. This report is accessible by system administrators.
An email notification can be sent to system administrators and/or library administrators when there are insufficient concurrent access licenses. The frequency of the emails can be sent daily or weekly.
To run the Insufficient Sessions log
Go to Administration Panel > Administration Reports > Insufficient Sessions.
Enter a username and a date range, if applicable, and 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. Click on the column to sort in ascending or descending order.
To export the results, click Export as CSV.
An email notification can be sent to System Administrators and / or Library Administrators when there are insufficient concurrent access licenses. The frequency of the emails can be sent daily or weekly.
To set the email notification of insufficient CALs
Go to Administration Panel > System Configuration > Settings > General > Insufficient CAL Notification Settings.
In the Notification Interval field, select Daily or Weekly.
In the Recipients field, select None, System Administrators Only, or Library and System Administrators. “None” indicates that no emails will be sent.