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Licensing FileHold

FileHold software must be activated before it can be used. It may need to be re-activated if there are changes to your FileHold server or your licensed options. You do not need a current FileCare agreement in order to re-activate your software. You must login with a user that has the system administration role in order to work with license information.

If you have a current FileCare agreement and need assistance in following these steps, please contact support@filehold.com.

The licensing team is generally available from 7:30 am until 4:00 pm Pacific time, except for some major holidays. Please schedule installation, upgrades, and virtualization projects accordingly. FileHold partners should ensure they include the end customer details in their request to licensing.

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.

What do you need to do?

  1. In the Web Client, go to Administration Panel > System Management > License Information. The System Information displays your current license information.

TIP: You can get directly to the license page from the FDA. Go to Administration > License Information.

  1. Click Request a License.
  2. Fill out the following information in the Request a License form:
  • Select the reason for the license request in the “Please provide the reason you are requesting a new license file” list. Choose a non-production license for test, backup, or development servers. Partners should choose not-for-resale for their internal demo servers. Choose trial if you are installing your own server to trial the software. Version upgrade, expired license, and hardware change will normally be chosen automatically when needed.
  • Enter any details for the license request in the “Please provide the reason details”. This is an optional field. This is where you can provide additional information for the licensing team to identify new licenses or changed licenses. You can include things like purchase order or invoice numbers or other special information here.
  • Enter the name of your organization. This is a required field. For fastest response, this should match the name we have on file for you.
  • Enter the email address of the user who will be receiving the license. This will default to the currently logged in user’s address. This is a required field.
  • Enter the contact name. This will default to the currently logged in user’s name. This is a required field.
  1. Select one of the following request methods:
  • Send the request directly to FileHold — Sends a web request directly to FileHold. 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 on your workstation 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. Use this method if your server does not have access to the internet.
  1. Click Cancel to return to the License information page.
  1. Copy and paste the hardware key into an email.
  2. Make a screen shot of the license information page and paste that in the email.
  3. Include any additional information that is important for your request. If you have multiple FileHold servers make sure you specify the server you need a license file: test, production, backup, etc.
  4. Send the email to licensing@filehold.com.

TIP: If you have FileHold 14.x and you have an email client configured on your workstation you can simply press the Launch Email client to Send Hardware Key button. Do not forget to paste the screen shot of the license information page into the email.

To retrieve your hardware key

The signature (hardware key) is available on the license information page. The method to get to the license information page is dependent on your version. You must login to the web client as a system administrator in order to see your license information page. Ensure your server is set to the correct date and time before you retrieve the hardware key.

  • We have FileHold 14.2 or higher
    • Go to Administration Panel > System Management > License Information.
    • If you are using the FDA you can automatically open your browser and go directly to the license information page by selecting Administration > License Information or choosing the License Website link from the system activation error message.
  • We have FileHold 14.1 or lower
    • Go to System Admin > Global Settings > License Information.
  • We do not know what version we have
    • Go to the web client login page. Your version is displayed in the upper right hand corner.

Once you receive the new license file via email, you can apply the license using the following steps.

Starting with version 15 there are two different types of license files you may receive from FileHold Systems Inc. Use this procedure for installing system licenses. These end with the file extension .license. If you have a license ending in the .otlic extension you can use the Courier license procedure.

  1. In the Web Client, go to Administration Panel > System Management > License Information. The System Information displays your current license information.
  • For versions less than FileHold 14.2, go to System Administration > Global Settings > License Information.

TIP: You can get directly to the license page from the FDA with FileHold 14 or higher. Go to Administration > License Information. For versions less than FileHold 15, you will need to login to the web client.

  1. Click Install a License.
  • For versions less than FileHold 15, click Add or Replace a License or Add CALs.
  1. Click Choose File and select a local copy of the new license file provided in the email.
  2. Once the license file is located, click Upload and Show License Information. The new license information will be displayed on the screen and a message will indicate the license is valid.
  3. Click Update System License to apply the new license.

TIP: Updating a license may cause certain passwords to be reset. After a new license has been added you should verify that your passwords for the Outbound Email Settings and the external database passwords for any metadata fields that are the type drop down database or schema lookups are still valid..

IMPORTANT: To activate the document management system license the FileHold server date and time settings must be set to the current date and time.

 

Licensing Frequently Asked Questions

  1. FileHold has just been installed for the first time.
  2. FileHold has just been upgraded.
  3. You just received a email notification from your FileHold server that the license is no longer valid and you have a 7 day grace period to update your license.
  4. The health checker reports a license error.
  5. The license information page says System is DISABLED, Is system activated false, or System is DEACTIVATED (grace period enabled).
  6. Your users receive the message System is not activated - please contact FileHold system administrator or The FileHold system is not activated please contact your system administrator to enable the license when they attempt to login.

The following are some potential causes for why your license file is no longer valid.

  1. You had a temporary license and the expiry date has past.
  2. You upgraded or repaired your server hardware.
  3. Your live motion virtual environment moved your FileHold server to a new host.
  4. A Windows Update patch made your server hardware appear as though you have new hardware. This happens rarely.

The license information area displays a summary of all the enabled features, number of registered user licenses, number of concurrent sessions, number of viewers, the software version, hardware key, and other information pertaining to the license. The date the license was issued and the license time limit is also shown. If the FileHold license has been fully paid then the time limit will be “unlimited”.

In the Application Server Details area a status is shown indicating that the system is activated, deactivated with a grace period, or disabled.

Disabled license message

Enabled license message

If the Outbound Email Settings are not configured, a message is displayed at the top of the licensing screen. Click the link to configure the outbound email settings.

Outbound email settings message in licensing page

The following table describes the server details of the licensing page.

Field Description
Application Server Details
System Version The version of application server that is installed.
Build The current build number of FileHold. See FileHold Software Versions for more information.
Machine name Name of the server that FileHold is installed on.
Domain name Name of the domain(s) that is synchronized with FileHold. This is displayed only if this feature has been installed and configured.
Unique ID A unique identifier given for each installation of FileHold.
Web Client System Details
System Version The version of web server that is installed.
Build The current build number of FileHold. See FileHold Software Versions for more information.
Machine name Name of the server that FileHold is installed on.
Domain name Name of the domain that is synchronized with FileHold. This is displayed only if this feature has been installed and configured.
License Details
Registered to The name of the company that the license is registered to.
License issued The date the license was installed.
License time limit The date and time the license expires. If the FileHold license has been fully paid, then the time limit will be “unlimited”.
Description A description of the license.
Concurrent sessions The number of concurrent sessions. Concurrent access licenses determine how many users can log into the document management system at the same time (concurrently).
Available Courier use units The number of license units available for Courier.
Registered users The number of named registered user accounts.
Guest concurrent sessions The number of guest session packs. Each pack contains 50 concurrent guest sessions.
Capture concurrent sessions The number of SmartSoft Capture licenses purchased for scanning.
SharePoint client concurrent sessions Enabled or Disabled – SharePoint integration is enabled or disabled in the system.
Workflow module Enabled or Disabled – The workflow module is enabled or disabled in the system.
Active Directory module Enabled or Disabled – The active directory module is enabled or disabled in the system.
Redaction Enabled or Disabled – The redaction feature is enabled or disabled in the Brava viewer. This is a legacy feature and is not available for purchase.
FastFind Enabled or Disabled – The FastFind feature is enabled or disabled in the system.
Print-to-FileHold Enabled or Disabled – The Print-to-FileHold feature is enabled or disabled in the system.
Multi-Document Repository Enabled or Disabled – The Multi-document repository feature is enabled or disabled in the system.
Web Scanning Enabled or Disabled – The web scanning (WebCap) feature is enabled or disabled in the system.
WebViewer Enabled or Disabled – The web viewer feature is enabled or disabled in the system.
Custom Providers & Queries Enabled or Disabled – When enabled, allows for lookups into file types other than databases.
OCR Module Enabled or Disabled – The server side OCR feature is enabled or disabled in the system.
Automatic Document Importation Enabled or Disabled – The ADI feature is enabled or disabled in the system.
Allow server plugins Typically disabled. The FileHold professional services team will enable this option when needed.
Allow FDA plug-ins Typically disabled. The FileHold professional services team will enable this option when needed.
External WF Interface Only Always disabled for FileHold 14 or higher.
Allow rebranding of the Web Client Typically disabled. The FileHold professional services team will enable this option when needed.
Allow rebranding of the FDA Typically disabled. The FileHold professional services team will enable this option when needed.
Document Viewer Licenses

Number of FileHold viewer level 1 licenses

Number of viewer licenses for viewing of PDF and image file formats in both the FDA and Web Client.
Number of FileHold viewer level 1 licenses Number of viewer licenses for viewing of PDF, image, and Microsoft Word file formats in both the FDA and Web Client. Microsoft Word file formats are only viewable in the Web Client viewer.
Number of Brava Office Viewer named licenses (includes PDF/Image Viewer) Number of viewer licenses for viewing of a number of file extension types. This is a legacy feature and is not available for purchase.
Number of Brava Office Viewer With CAD Support named licenses (includes PDF/Image Viewer) Number of viewer licenses for viewing of a number of file extension types including AutoCad formats.This is a legacy feature and is not available for purchase.
Number of Brava Office Viewer (Engineering Edition) named licenses (includes PDF/Image Viewer) Number of viewer licenses for viewing of a number of file extension types including several engineering file formats. This is a legacy feature and is not available for purchase.
Web scanning licenses The number of licenses for scanning documents through the Web Client.

(FileHold 14 and higher) When a license expires or the hardware key no longer matches the server hardware configuration, an email entitled Attention is Required for Your FileHold License or Attention Required: Your FileHold License has Expired will be sent automatically to the email addresses of the System Administrators of FileHold. The content of the email includes the when the 7 day grace period ends. The system continues to work normally until the grace period expires.

Once the grace period expires, the system becomes disabled unless a new license key is uploaded. If you receive the email, use the License Request procedure above to get a new license key. Your license information page will be updated with the following message when the grace period is active.

License grace period enabled