memoqlicensemanagement lspguide 60 en-1-1

integrated translation environment

memoQ Enterprise License

Management

For LSPs

© 2004-2012 Kilgray Translation Technologies.

All rights reserved.

Document title in 1 line

memoQ integrated translation environment of 19

Contents

Contents ...................................................................................................................................... 2

1 memoQ Enterprise License Management – Overview ................................................................. 3

2 Installing a License Server ......................................................................................................... 5

3 Configuring the ELM settings ...................................................................................................... 7

3.1 Connecting to the ELM license pool using the Server Administrator ....................................... 7

3.2 Setting the access URL for ELM ................................................................................................. 8

3.3 Creating or updating the ELM server credential ....................................................................... 9

3.4 Configuring notification settings ............................................................................................. 10

4 Assigning Mobile Licenses and Granting Permissions ................................................................ 12

4.1 Assigning mobile licenses to users .......................................................................................... 12

4.2 Granting permission to claim a license ................................................................................... 13

4.3 Project permissions ................................................................................................................. 14

5 Reviewing, Revoking, and Changing Mobile Licenses ................................................................ 16

5.1 Reviewing available and active licenses .................................................................................. 16

5.2 Revoking a mobile license ....................................................................................................... 16

5.3 Extending or shortening a mobile license ............................................................................... 17

6 Claiming, Updating, and Returning Mobile Licenses .................................................................. 19



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 license to freelanc-

ers who need the tool for a few days only.

With memoQ Enterprise License Management, an organization can assign memoQ temporary licens-

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

tomatically returned at the end of the project.

An organization can dispose of a pool of mobile licenses that can be assigned and returned anytime.

The pool is managed entirely by the memoQ server hosted by the LSP. The licensing functionality of

the memoQ server, in turn, is authorized by Kilgray’s central activation server, and the authorization

is regularly renewed.

Here is the explanation of the most important terms you will need when using memoQ Enterprise Li-

cense 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 organization’s 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 particular

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 purchases 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 organization’s premises that runs memoQ server

and has the Enterprise License Management license. This license server has authorization from Kil-

gray’s central activation server. It uses unique encryption keys to sign the licenses assigned to users;

the keys are authenticated by Kilgray’s central activation server. This authentication is important be-

cause 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 licens-

es.

A c r e d e n t i a l is a signature issued by Kilgray’s 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 serv-

er Activator application.

4. The administrator at the organization uses the memoQ server Administrator to acquire the li-

cense server’s credential. From this point on, the license server is operational.

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

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 Kilgray’s 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 Kil-

gray’s activation server. A mobile license always has a time restriction. The administrator of the li-

cense 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 automatically re-

turned 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 organization’s 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 mobile license becomes

invalid.In fact, the renewal can fail either because the organization’s 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 licenses even if they are offline for a lim-

ited time.



2 Installing a License Server

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

need to 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 memoQ 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 licenses, 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

server’s licenses.

To obtain your ELM license pool, follow the steps below:

1. Install and activate the memoQ server on the server computer.

2. Access the desktop of your computer having memoQ server installed. The easiest way is to use

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

administrator.

3. Start the memoQ server activator program. It is available in Start > All Programs > memoQ server.

4. 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 company 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]) for assistance.

5. 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 licenses

from Kilgray. This will extend your license pool with the new licenses: for example, if you have a li-

cense pool of 10 licenses, and you acquire additional 5 licenses, you will have a license pool of 15 li-

censes. 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 program. Al-

ternatively, you can start the memoQ client on the server, and then choose Server Activation

from the Help menu.

2. In the memoQ Server Activation window, click Update licenses online (recommended). 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 admin-

istrator.

2. Click Start, and 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 settings

3.1 Connecting to the ELM license pool using the Server Administrator

To manage the license server, you need an installed memoQ 6.0 client with a project manager license

and an ELM license pool.

When you configure the license server for the first time, you need to run memoQ 6.0 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 6.0 project

manager, and access the server over the network.

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

manager edition of the memoQ 6.0 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 set-

tings, 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 li-

censes 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 6.0 project manager client program installed, and has a

network connection to the license server. Log on to this computer, then start the memoQ client

program.

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

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 li-

censes pane appears.



3.2 Setting the access URL for ELM

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 Kilgray’s 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 designed 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 memoQ server is installed inside your local network, and you want to issue mobile

licenses to your internal computers, you still need to access the memoQ 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 memoQ server, follow the steps below:

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

administrator, and 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 set-

tings, 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 section:



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

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

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

net so that clients requesting licenses from the outside can authenticate your memoQ server.

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

ately.

3.3 Creating or updating the ELM server credential

To do this, you need to run the memoQ 6.0 client with a project manager edition directly on memoQ

server computer. 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 cre-

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

contact Kilgray’s central activation server to create a public/private key pair to sign the licenses is-

sued.

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

access URL of your memoQ 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 updating the

ELM server credential is the process when the central activation server authorizes your memoQ

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

Later on, the memoQ 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 re-

turn 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 li-

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

ically 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 memoQ server can

send e-mail notifications when

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

By default, the memoQ server sends notifications when 90% of the licenses are used, or only 1

free license remains.



(2) the memoQ server credential expires in less than 4 days. The memoQ 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 an e-mail.

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

or SQL Server 2008 database, and are protected by hash checks.

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

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

memoQ 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 Configuration and

logging > SMTP settings section.

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

signing 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 li-

cense list, click the Licenses tab.)

Note: You can hide expired licenses in checking the Hide expired and returned licenses. You can

also only display manual license assignments in checking the Only manual assignments check box.

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

lect 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 translator’s deadline 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 expira-

tion 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, and 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 ap-

pears. Select a user, and then choose an expiration date at the bottom.

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

cate the ELM license 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 remains the

same no matter when the user actually claims or returns a license. If the permission expires on

July 31, 2008, and the user claims the license on July 30, 2008, she can use memoQ for one day.

4.3 Project permissions

You can also grant permission for a specific project. When the user exists on your memoQ server, you

can assign the user to a project in a memoQ user role (translator, reviewer 1, reviewer 2) or as pro-

ject manager. The project permissions are displayed in the Project permissions tab:

4. Open the Server Administrator, and then click the ELM licenses category.

5. Click the Project permissions tab. The Project permissions list appears. The users are displayed

and the corresponding project:



Note: Project permissions can be granted whether the user is using an ELM license or has its own

memoQ license.

Note: When you are using memoQWebTrans, and you log in to WebTrans, an ELM license is au-

tomatically taken from your ELM license pool. When you log off from WebTrans, the ELM license

is automatically returned to your ELM license pool.



5 Reviewing, Revoking, and Changing Mobile Licenses

5.1 Reviewing available and active licenses

To look at available license pools and licenses in use, open the Server Administrator, connect to your

memoQ server, and then click the Overview tab in the ELM licenses category. 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 e.g. memoQ (project manager), you will see a list of licenses current-

ly 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 us-

er’s 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 memoQ server, and click the ELM licenses cate-

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 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 Confirm li-

cense/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 memoQ’s 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:


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 an-

other 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 becomes ac-

tive, 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 User’s Guide describes how users can claim, update, and return mobile li-

censes. Please refer to that document to instruct your translators how to use the mobile licenses you

assign them.

memoqlicensemanagement lspguide 60 en-1-1

Documents

permanent memoq license

license server

memoq temporary

pool of mobile licenses

elm license pool

multiple licenses

licenses au

active licenses