memoq license management_lsp guide

MemoQ Enterprise License Management

Version 3.0

LSP Guide

MemoQ copyright 2004-2008 Kilgray Translation Technologies. All rights reserved.

Contents

1 MemoQ Enterprise License Management Overview ................................................................................... 2

2 Installing a License Server ......................................................................................................................................... 4

3 Configuring the ELM Server ...................................................................................................................................... 6

3.1 Connecting to the ELM Server Using the Server Administrator ................................................... 6

3.2 Setting the Access URL for the License Server ..................................................................................... 7

3.3 Creating or updating the ELM server credential................................................................................. 8

3.4 Configuring notification settings ............................................................................................................... 9

4 Assigning Mobile Licenses and Granting Permissions ................................................................................ 11

4.1 Assigning Mobile Licenses to Users....................................................................................................... 11

4.2 Granting Permission to Claim a License .............................................................................................. 12

5 Reviewing, Revoking, and Changing Mobile Licenses ................................................................................. 13

5.1 Reviewing Available and Active Licenses ........................................................................................... 13

5.2 Revoking a Mobile License ........................................................................................................................ 13

5.3 Extending or Shortening a Mobile License ......................................................................................... 14

6 Claiming, Updating, and Returning Mobile Licenses ................................................................................... 16

MemoQ Enterprise License Management LSP Guide 2

1 MemoQ Enterprise License Management Overview

Language service providers (LSPs) often assign temporary jobs to freelancers that must be done

in a specific translation environment such as MemoQ. The LSP might purchase multiple licenses

to give to its employees. However, an LSP cannot be expected to give a permanent MemoQ li-

cense to freelancers who need the tool for a few days only.

With MemoQ Enterprise License Management, an organization can assign MemoQ temporary

licenses to contractors for the time span of a translation or localization project, and have the

licenses automatically returned at the end of the project.

An organization can dispose of a pool of mobile licenses that can be assigned and returned any-

time. The pool is managed entirely by the MemoQ server hosted by the LSP. The licensing func-

tionality of the MemoQ server, in turn, is authorized by Kilgrays central activation server, and

the authorization is regularly renewed.

Here is the explanation of the most important terms you will need when using MemoQ Enter-

prise License Management:

A m o b i l e l i c e n s e is a temporary MemoQ license assigned to a translator by an organization

for a particular job. A mobile license is issued by the organizations license server, always for a

limited period of time. At the end of the time limit, the license is automatically returned to the

license pool of the organization.

A l i c e n s e p o o l is the set of licenses for Kilgray products. A license pool contains a particu-

lar number of licenses. If an organization purchases multiple license pools of the same product

e.g. MemoQ , the numbers of licenses add up to one single license pool. If an organization pur-

chases a first license pool of 10, then another of 15 MemoQ licenses, it will have a joint pool of 25

licenses at its disposal.

A l i c e n s e s e r v e r is a server computer at the organizations premises that runs MemoQ

Server and has the Enterprise License Management license. This license server has authorization

from Kilgrays central activation server. It uses unique encryption keys to sign the licenses as-

signed to users; the keys are authenticated by Kilgrays central activation server. This authenti-

cation is important because this is how the MemoQ clients will know that the MemoQ server

sending them mobile licenses is genuine. The mechanism is designed to prevent rogue license

servers from issuing MemoQ licenses.

A c r e d e n t i a l is a signature issued by Kilgrays central activation server to authenticate a

license server.

Below is a short description of what the organization needs to do to use the mobile licenses pur-

chased in one or more license pools.

1. The organization purchases MemoQ Server and an Enterprise License Management license.

2. The organization installs and activates MemoQ Server.

3. The organization installs the Enterprise License Manager, and activates it using the MemoQ

Server Activator application.


4. The administrator at the organization uses the MemoQ Server Administrator to acquire the

license servers credential. From this point on, the license server is operational.

5. When a translation project begins, the administrator or the project manager at the organiza-

tion uses the MemoQ Server Administrator to assign mobile licenses to freelancers who do

not have an extended or permanent contract.

The license server automatically contacts Kilgrays central activation server every day to update

its credential. The credential is always issued for seven days at a time. If the update fails three

times in a row, the license server notifies the administrator via e-mail. If the server credential is

not renewed at least once a week, the server will stop granting licenses.

Mobile licenses issued by a license server are also different from fixed licenses that are issued by

Kilgrays activation server. A mobile license always has a time restriction. The administrator of

the license server always sets an expiry date for every license assigned. The main difference is

that the mobile license returns to the original pool to be used again by another user. It is auto-

matically returned when it expires, but it can also be manually returned or even revoked by an

administrator.

Because a mobile license can be revoked or re-assigned to another user, the MemoQ application

that uses a mobile license must contact the organizations license server regularly to renew the

license. On each occasion, the mobile license is signed with an expiry of 4 days, regardless of its

actual expiry. If the MemoQ client fails to update its mobile license for 3 days in a row, the mo-

bile license becomes invalid.In fact, the renewal can fail either because the organizations license

server is not responding (e.g. due to lack of network connectivity), or because the license server

returns a negative response, reporting that the requesting computer has no valid mobile license

for the time being. The 4-day time span, however, allows users to work with their mobile li-

censes even if they are offline for a limited time.


2 Installing a License Server

To use Enterprise License Management (ELM), you must install a MemoQ server first. Then, you

will need to download and install the Enterprise License Manager separately, and use the

MemoQ Server Activation program to acquire an E L M l i c e n s e p o o l .

You can purchase more than one license pools, but your license server will always treat them as

a single license pool where the number of licenses is the sum of the license counts in each license

pool. For example, if you purchase a license pool of 10 licenses, and then another one of 5 li-

censes, your server will use a single license pool of 15 mobile licenses.

Once you have purchased a license pool from Kilgray, you can physically obtain it by updating

your servers licenses.

To install the Enterprise License Manager, and obtain your ELM license pool, follow the steps

below:

1. Install and activate the MemoQ Server on the server computer.

2. Download the Enterprise License Manager from Kilgrays website. You will receive the link

in a private e-mail from Kilgray Translation Technologies. Extract the downloaded file, then

run the installer. During installation, read the End-User License Agreement carefully; if you

accept it, click Next to proceed with the installation. When the Setup program reports that

the installation is complete, click Finish.

3. Access the desktop of your MemoQ Server. The easiest way is to use Remote Desktop over

your local network (intranet) or the Internet. Log on to your server as an administrator.

4. Start the MemoQ Server Activator program. It is available in Start All Programs

MemoQ Server.

5. If your MemoQ Server is already activated, all you need to do is click the Update licenses

online link below the license list. If your MemoQ Server is not activated yet, enter your com-

pany name and serial number, then click Store, then click the Update licenses online link.

Either way, at least one ELM license pool license will appear in the MemoQ Server activation

window:


If the license pool does not appear, or you receive an error message, contact Kilgray Support

([email protected] or [email protected]) for assistance.

6. Click Close to close the MemoQ Server Activator.

Later on, if you need more licenses in your license pool, you need to purchase new mobile li-

censes from Kilgray. This will extend your license pool with the new licenses: for example, if you

have a license pool of 10 licenses, and you acquire additional 5 licenses, you will have a license

pool of 15 licenses. Here is how you can obtain your new licenses:

1. To update your existing license pool with the new licenses, you need to log on to the license

server directly (or through Remote Desktop), and open the MemoQ Server Activator pro-

gram. Alternatively, you can start the MemoQ client on the server, and then choose Activa-

tion from the Help menu.

2. In the MemoQ Server Activation window, click Update licenses online. The entry for the

new licenses should appear in the license list.

Before you can use the new licenses, you need to restart the MemoQ Server service. To do this,

follow the steps below:

1. Access the license server physically or through Remote Desktop. Log on to Windows as an

administrator.

2. Click Start, then click Run. In the Open box, type services.msc, then press Enter. The list of

Windows services appears.

3. Find the MemoQ Server service on the list. Right-click the name of the service, then, from

the popup menu, choose Restart. Windows will restart the MemoQ Server.

Now you can access your license server through the MemoQ Server Administrator, and assign or

grant licenses from your updated license pool. Sections 3-5 describe how.


3 Configuring the ELM Server

3.1 Connecting to the ELM Server Using the Server Administrator

To manage the license server, you need an installed copy of MemoQ 3.0 or higher with a Corpo-

rate license, and the Enterprise License Manager add-in, installed separately on top of the Me-

moQ Server.

When you configure the license server for the first time, you need to run MemoQ 3.0 on the

server itself (when accessing it directly or through Remote Desktop). To manage the license

server later on, and issue or revoke mobile licenses, you can use any other computer running

MemoQ 3.0 Corporate, and access the server over the network.

You can manage and configure the ELM Server using the Server Administrator, available in the

Corporate edition of the MemoQ 3.0 client.

To open the administration dialog box of the license server for the first time, and configure the

initial settings, follow the steps below:

1. Access the license server computer either physically or through Remote Desktop. Log on as

an administrator, then start the MemoQ client program.

2. To access the Server Administrator, choose Server Administrator from the Tools menu.

3. In the Server URL box, type localhost, then click Select or press Enter.

4. Type your user name and password for the MemoQ server if prompted. To configure initial

settings, you need a user name that belongs to the Administrators group on the MemoQ

server.

5. To access the configuration pane for the ELM Server, click the ELM licenses category. The

ELM licenses pane appears.

Once the initial settings have been configured, you can access the license server from anywhere

in the network:

1. Use any computer that has the MemoQ 3.0 Corporate client program installed, and has a

network connection to the license server. Log on to this computer, then start the MemoQ cli-

ent program.


3. Specify the URL or IP address of your ELM Server in the Server URL box. If you are running

MemoQ on the server itself, you can type localhost. After typing the server address, click

Select.

4. Type your user name and password for the server if prompted.

5. To access the configuration pane for the ELM Server, click the ELM licenses category. The

ELM licenses pane appears.


3.2 Setting the Access URL for the License Server

When requesting mobile licenses, the MemoQ clients access the license server at a specific URL.

This URL must also be specified on the MemoQ server itself because the license server uses it to

register with Kilgrays central activation server.

The central activation server assigns the license server credential for the specified access URL. If

the access URL changes, the license server credential becomes invalid. This mechanism is de-

signed to prevent the installation of multiple license servers with the same access URL that is,

the duplication of license servers that use the same credential.

Before you first obtain the credentials for your license server, you need to check and correct the

access URL of your MemoQ Server. You need to use a URL that is accessible from the Internet

because in most cases, you will be issuing mobile licenses to freelancers working from home, or

at least from a distance.

For the URL, always use a fully qualified domain name (such as licenses.mycompany.com)

rather than an IP address (such as 192.168.3.44).

Caution: If the license server is installed inside your local network, and you want to issue

mobile licenses to your internal computers, you still need to access the license server using

the external URL. In this case, the license management traffic will go through your router,

and reflected back into the local network. If your router does not support this, you must also

set up a DNS server in your network that points the access URL to the internal IP address of

your license server.

If you have an internal DNS server, you need to configure the internal computers to use this

DNS server instead of the external one. Do not forget to set the internal DNS server to

forward all name requests to the external DNS server if the computers ask for anything other

than the domain name of your own network.

To check and correct the access URL of your license server, follow the steps below:

1. Access the license server computer either physically or through Remote Desktop. Log on as

an administrator, then start the MemoQ client program.


3. In the Server URL box, type localhost, then click Select or press Enter.

4. Type your user name and password for the MemoQ server if prompted. To configure initial

settings, you need a user name that belongs to the Administrators group on the MemoQ

server.

5. In the list on the left, click Configuration and logging. Check the URL in the Addresses area:


6. Make sure that the Override client connect address check box is on.

7. In the Client connect address box, type the fully qualified domain name (such as licenses.

mycompany.com) of your license server. You must use a name that is accessible from the

Internet so that clients requesting licenses from the outside can authenticate your license

server.

8. If you have changed the settings, click Save so that the new access URL will take effect im-

mediately.

3.3 Creating or updating the ELM server credential

To do this, you need to run the MemoQ 3.0 Corporate client directly on your license server com-

puter. In the Server Administrator dialog box, click the ELM licenses category in the list on the

left.

When the ELM licenses pane is displayed, click the Settings tab at the top, then click the Update

credential link at the bottom of the dialog box. If this is the first time you access the ELM server,

it will contact Kilgrays central activation server to create a public/private key pair to sign the

licenses issued.

Before you click Update credential, carefully check the Signed server URL box above the link

that contains the access URL of your license server. Make sure this URL is accessible from the

Internet. If not, follow the steps in Section 3.2 to change the access URL.


This is necessary because for your mobile licenses, the license server will act as the activation

server, and it uses the same activation protocol as the central activation server. Creating or up-

dating the ELM Server credential is the process when the central activation server authorizes

your license server to perform activation for the mobile licenses in your license pool.

Later on, the license server will automatically update the server credential. You need to do this

manually only for the first time so that you can check if the access URL only. You will not need to

return to this page later, unless the access URL changes or you re-install the license server.

The central activation server does not grant the ELM Server unlimited authorization to activate

licenses. The credential must be renewed at least once per week. By default, the ELM server

automatically renews the credential every day. However, if the renewal process fails three times,

the server notifies the systems administrator in an e-mail.

3.4 Configuring notification settings

Because you need to keep track of the mobile licenses you issue or revoke, the ELM Server can

send e-mail notification when

(1) a large portion of the mobile licenses are used up, and you might run out of free licenses

soon. By default, the ELM server sends notification when 90% of the licenses are used, or

only 1 free license remains.

(2) the ELM server credential expires in less than 4 days. The ELM server attempts to renew its

credential every day. However, if this process fails three times so that the existing credential

is valid for 4 days only, the systems administrator is notified in e-mail.


(3) database corruption is detected. The mobile license data are stored in a SQL Server 2005

Express database, and are protected by hash checks.

The e-mail is sent to the address in the E-mail address box.

To use e-mail notification, the systems administrator needs to set up an SMTP server connection.

The ELM server does not include a mailing component (i.e. an SMTP server), so you must enter

the address and authentication details of the SMTP server of your organization in the SMTP set-

tings area.

Caution: If you are using SSL, and you use your own mail server with a proprietary certifi-

cate, you will need to install the certificate in the Trusted Root Certification Authorities store

on the MemoQ Server. For more instructions, refer to Windows Help.

Once you updated the server credentials, and configured notification settings, you are ready to

grant mobile licenses to your freelancers.


4 Assigning Mobile Licenses and Granting Permissions

There are two ways to give mobile licenses to users:

you can directly assign a mobile license to one or more users, or

you can grant a user permission to claim a mobile license when necessary.

4.1 Assigning Mobile Licenses to Users

You can assign mobile licenses to users registered in the MemoQ Server. This means that before

assigning mobile licenses, you need to create the corresponding user accounts on your server.

To add a new user, click the User Management category in Server Administrator, then click

New under the list of users.

To assign a mobile license to one of your users, follow the steps below:

1. Open the Server Administrator, connect to your server, then click the ELM licenses category.

2. The Licenses tab appears, listing all licenses assigned or claimed. At the top, it also indicates

the number of licenses available, and the number of licenses remaining. (If you cannot see

the license list, click the Licenses tab.)

If you have mobile licenses for more than one product, you can view the assigned licenses for

one product at a time. To view the licenses for another product, simply choose its name from the

Product drop-down list.

Note: Currently, the Enterprise License Manager supports mobile licenses of MemoQ Net-

work Client only, but in the future, more products may be supported.

3. To explicitly assign a mobile license to a user, click the Assign link below the license list. The

Select user dialog box appears.


4. Select the user to assign the license to (you can select only one at a time), and an expiration

date. It may be reasonable to set an expiration date that is later than the translators dead-

line for handing back the finished work.

5. Once you select a user and set an expiration date, click OK. The name of the user and the

expiration date appears at the top of the license list.

4.2 Granting Permission to Claim a License

You can also grant your users permission to claim a mobile license.

To grant permission to claim a mobile license, do the following:

1. Open the Server Administrator, connect to your ELM Server, then click the ELM licenses

category.

2. Click the Permissions tab. The Permission assignments list appears. At the top, you see

the same details as with license assignments.

3. To grant permission to a user, click the Assign link below the list. The Select users dialog

box appears. Select a user, then choose an expiration date at the bottom.

Caution: When you grant permission to use a mobile license, the ELM server does not allo-

cate it to the user. This means that you can assign mobile licenses and permissions in such a

way that no licenses remain available for use when the user attempts to claim it.

Caution: Permissions like license assignments have a fixed expiration date, which re-

mains the same no matter when the user actually claims or returns a license. If the permis-

sion expires on July 31, 2008, and the user claims the license on July 30, 2008, she can use

MemoQ for one day.


5 Reviewing, Revoking, and Changing Mobile Licenses

5.1 Reviewing Available and Active Licenses

To look at available license pools and licenses in use, click the Overview tab in the ELM licenses

category of the Server Administrator. You will see two lists here: in the upper half of the dialog

box, the available products are listed, along with the total and remaining number of licenses.

After you purchase new licenses and update your license pool, you might want to open this tab

to check if your license pool was extended with the new licenses.

When you click a product name, the lower half of the dialog box will display a list of licenses cur-

rently in use. However, you cannot manipulate the licenses in this list.

5.2 Revoking a Mobile License

If you have assigned a mobile license or granted permission by mistake, or if you want to end the

users license immediately for some other reason, you can revoke the license.

To revoke an assigned mobile license, do the following:

1. Open the Server Administrator, connect to your ELM Server, and click the ELM licenses

category.

2. If the ELM licenses pane appears with another tab, click the Licenses tab.

3. In the license list, click the license you want to revoke. (Basically, this means clicking the

name of the user whose license you wish to revoke.)

4. Click the Revoke link below the license list. MemoQ will ask for confirmation: in the Con-

firm license/permission revocation dialog box, click Yes.

Caution: The MemoQ client can use a mobile license for 4 days without updating the license.

This means that the license and possibly MemoQs functionality may only become

unavailable to the user when four days have passed. In other words, although the user can

no longer claim or update the revoked license, MemoQ remains available for use for another

3 days.

To revoke a permission to claim a mobile license:

1. Open Server Administrator, connect to your ELM Server, and click the ELM licenses cate-

gory.

2. Click the Permissions tab.

3. In the permissions list, click the permission you want to revoke: click the name of the user

whose permission you wish to revoke.

4. Click the Revoke link below the permissions list. MemoQ will ask for confirmation: in the

Confirm license/permission revocation dialog box, click Yes.

Note: If the license has already been claimed, MemoQ may remain available to the user for another

3 days. However, if the license has not been claimed yet, the user can no longer claim or update it.


5.3 Extending or Shortening a Mobile License

If the deadline of a project changes while the project is going on, there might be a need to extend

or shorten the expiry of a mobile license, be it an assigned license or a permission to claim.

You can do this by simply specifying a new expiration date for the license or the permission.

Caution: You can only modify the expiration of licenses that have not expired yet. If a license

or a permission has already expired, you need to create a new assignment or grant a new

permission.

To specify a new expiration date for an assigned mobile license:


gory.

2. If the ELM licenses pane appears with another tab, click the Licenses tab.

3. In the license list, click the license you want to extend or shorten.

4. Click the Change link below the license list. The calendar field in the Expiry column be-

comes active, and you can use the calendar to set a new expiration date (or you can simply

type it).

5. To finish changing the date, click the desired day, or type the date, and press Enter.

To specify a new expiration date for a permission to claim a license:


gory.


2. Click the Permissions tab.

3. In the permissions list, click the permission you want to extend or shorten.

4. Click the Change link below the permissions list. The calendar field in the Expiry column

becomes active, and you can use the calendar to set a new expiration date (or you can simply

type it).


6 Claiming, Updating, and Returning Mobile Licenses

The License Management Users Guide describes how users can claim, update, and return mobile

licenses from MemoQ license servers. Please refer to that document to instruct your translators

how to use the mobile licenses you assign them.

memoq license management_lsp guide

Documents

memoq server

license server

memoq temporary licenses

pool of mobile licenses

multiple licenses

active licenses

lsp guide memoq copyright

server administrator