Organization Administration Licensing, also known as Org. Admin. Licensing is the ability for a user at an organization to invite people from within their company to use nTopology and to manage their cloud licenses. The Org. Admin. is a role assigned to an individual at an organization by nTopology. This guide walks you through how to use the Org. Admin. Licensing Dashboard.
If you are interested in Cloud Floating License Management, please scroll down to the second half of this article.
What does Org. Admin Licensing offer?
With the Org. Admin. Role, you have the ability to:
- Add/Edit/Delete Users
- Create & Manage Teams
- Manage Named User Licenses
- Manage Floating Licenses
If you become an Org. Admin, you’ll receive an email invitation to create your account at app.ntopology.com. Once your password is set, you’ll be able to perform the actions outlined above. If you already have an account at app.ntopology.com, you’ll still receive an email notifying you of this role change with links to helpful onboarding material, such as this support article.
The Org. Admin. Dashboard is integrated into your user dashboard. It’ll appear as another menu option called Organization, above the Help Center link. From the Organization menu, you’ll see an overview of your entire organization. This includes the number of Users, Teams, and Licenses. Below the dashboard overview is the user-licensing table. Below is an example of this view:
In the image above, you can see that there are three tabs available to navigate through Users, Licenses, and Floating.
As an Org. Admin, you can invite new users to your organization. If there are users who already belong to your organization, they’ll automatically appear in the user-licensing table. You can add a new user to your organization by selecting the Add User button, located in the Users tab.
The Add User button will open a modal window that’ll require you to input the following information:
- Full Name
- Team (optional)
Once you add a user, you cannot change their email address. You can however change their Full Name, Team, and License. Below is an overview of the Add New User window:
If you encounter any issues adding a user to your organization, please contact email@example.com
As an Org. Admin, you can create teams to organize the users in your organization. You can also edit and delete teams.
To create a team, select the Manage Teams button in the Users tab of your Org. Admin Dashboard. A modal window will appear, and give you the ability to add, edit, and delete teams. To add a team, simply type in the name of the team you’d like to create and select the +Add button. Select Save once you are done. You can cancel at any time. If you need to change the name of a team, select the Edit icon located next to the applicable team. This will activate edit mode. Change the name of the target team and select Save. Below is an image of the Manage Teams window.
To delete a team, select the Edit icon next to the applicable team. Select the "red x" icon and you will be prompted with a message that asks you to confirm the deletion. Deleting a team doesn’t delete users or licenses. In the event you need to delete a team, the users’ team will default to None. Hit cancel to exit this mode. Below is an image of the Manage Teams window when you select the "red x" icon.
To add a user to a team, select the Edit icon in their row of the user-licensing table. From this modal window, you’ll be able to select a team from the Team drop-down menu. Select Save when you are finished assigning a team.
As an Org. Admin, you’ll be able to assign and un-assign licenses from the users in your organization. There are two ways to assign licenses to your users.
The first is if you are creating a new user for your organization. By selecting the +Add User button, you are creating a new user that can be assigned a license immediately. When the user info is saved, a welcome email will be sent to them to set up their account. From the Users tab of your dashboard, you can also see the type of license assigned to each of your users as well as the expiration date.
The second way to assign a license to a user is through the Licenses tab. On this tab you can see the details of all active licenses in your organization. By selecting the Edit icon, a modal window will show you a drop-down of current users that the license can be assigned to.
Also shown in the image above, if your organization needs more licenses you can select the Request Licenses button. This modal window will allow you to specify the type of license you need more of, as well as the quantity of licenses you would like to add. A Sales Representative will reach out when this request is made.
In the event you need to transfer a license from one user to another, follow the second procedure above. When in the Edit modal window of the license you want to transfer, select the new user to obtain that license. A message will appear letting you know that the license is already assigned and ask you to confirm that you would like to reassign this license to the new user.
- Edit A User’s Password: as an Org. Admin, you cannot see a user’s password, but you do have the ability to change their password in the event the user is blocked from receiving our Reset Password emails. Emails are sometimes blocked due to IT Firewalls.
- Items per page: you can also choose to control the amount of items displayed per page by changing the Items per page value located next to the search bar at the top of the user-licensing table.
- Search: you can search for users via their name or email address in the search bar located above the user-licensing table.
- Your License: As an Org. Admin, it’s not necessary for you to have a license of nTopology in order to download and install the software. In the event you need a license, you’ll either already have one assigned to you by nTopology, or you can assign yourself a license via the user-licensing table.
Cloud Floating License Management
The third tab in your Org. Admin. Licensing Dashboard is the Floating tab. On this tab you will see all information on your floating licenses. With this tab, you will be able to perform actions such as: assign a country to country-specific licenses, assign users to floating licenses, merge licenses into pools for joint access, and see which users have a license checked out. Below is an example of this dashboard:
For Country-Specific licenses, the Org. Admin is responsible for specifying the country before being able to assign users to it. The exclamation point icon in the Location column denotes Country-Specific licenses that have yet to be assigned a country.
To assign a country, select the globe icon in the right-side column next to the applicable license. From this modal window, you can select the country from the drop-down. After hitting assign, a new prompt will appear, asking you to type the country name out in the text box. This is a confirmation step, as once a country is set, this cannot be changed for the subscription duration.
Org. Admins can merge licenses into a single pool so 2+ users can access 2+ licenses for Global licenses and Country-Specific licenses within the same country. Only licenses that meet these criteria will have a merge licenses icon.
To merge license pools, select the Merge icon in the right-side column next to the applicable license. From this modal window, you can select the other pool to merge with from the drop-down. After hitting merge, a new prompt will appear, asking you to confirm the merge. This is a confirmation step, as once two pools are merged, this cannot be changed for the subscription duration.
Org. Admins can assign multiple users to their floating license pools so they can access nTop. If a user is assigned to another license, it will remove that assignment in favor of the new assignment.
To assign a user to a floating license, select the Edit icon in the right-side column next to the applicable license. From this modal window, you can select the users you would like to add from the drop-down. After hitting save, a new prompt may appear if a user already has a previous assignment.
Checked Out Floating Licenses
When users check out a floating license, their icon will highlight green. This allows the Org. Admin to know who is currently using each of the licenses.
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