Licensing FileHold

Thanks for adding on to your system! All you need to do now is request and install a new license file with your updated options. Choose the "I need a license for the FileHold server" heading for the gory details. When you are asked to choose the reason, select Other. In the details include your invoice or quote number and any other details you think are relevant. Make sure your name, company name and email address are correct.

This email is no cause for panic and it does not mean your system is not functioning. Normally, if we detect a problem in your license we automically grant you a seven day grace period in your license. If we had given you a temporary license so you could try a new feature, just reinstall your old license file. If you are trying out FileHold, check with your account manager about extending your trial. If you cannot find your old license file or if your account manager has authorized your extension, choose the "I need a license for the FileHold server" heading for the detailed steps to request a replacement license. Choose the Expired license reason.

If you recently moved or updated your server, this could the cause for the email warning. Request a new license as above and choose the Hardware change reason and include any additional details to explain what you think happened.

Somehow the warning email did not make it to your inbox telling you about the seven day grace period and now your users cannot access the system. Not too worry. We will help you get up and running as soon as possible. Choose the "I need a license for the FileHold server" heading for the detailed steps to request a replacement license. Choose the Expired license or Hardware change reason with any details you think may be relevant. If it is outside of the normal licensing team hours of 8 am - 4 pm Pacific time and you have a current FileCare subscription, send an email to [email protected]. They may be able to help you with an emergency license file.

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

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

2. Click Request a License.
3. 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.

4. 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 [email protected].
• 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 [email protected]. Use this method if your server does not have access to the Internet.

5. Click Cancel to return to the License information page. The licensing team will email a new license to the contact in the request. The license file must be saved locally in order to install the license.

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 [email protected].

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 > 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.

2. Click Install a License.The license file is emailed to the contact email on the request form. Ensure the license file is saved locally so that it can be installed.

• For versions lower than FileHold 15, click Add or Replace a License or Add CALs.

3. Click Choose File and select a local copy of the new license file provided in the email.
4. 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.
5. 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.

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 virtual host or cloud 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.

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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.

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

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. To ensure that you receive these notification emails, check the Outbound Email Settings to ensure it is configured. . When the grace period is effect, the notification is sent out on a daily basis through the FH email notifications (daily summary) scheduled task.

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.

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