Overview:

The Licence Matrix provides the easiest and most visual way of managing your licences. You can edit multiple user licences at a time, saving the need to go into each User's profile.
There is also a self-service section to purchase additional licences and have them ready to assign to users on the spot. A designated user will be able to manage purchased licences and reduce the currently purchased licences or add additional ones.

Licences grant users access to the different areas within Workbench. In some cases, in addition to a licence, a user will require a Permission Role that would allow them to access specific functionality.

There are four elements in the site map access calculation:

• Role licences - allocated to individual users (System Admin, Finance, Data Entry, Job Costing, Standard)

• Module licences - allocated to individual users (e.g. Timesheets, Quotations, Service Desk etc.)

• Site licences - allocated to the Workbench instance (e.g. EBA Interpreter, Stock Management, Plant Management)

• Permission Roles - allocation to individual users (Plant Admin, Stock Admin)

So to access a specific screen (or as we call it, Site Map Item):

1. The user needs a Role or Module license that covers the site map item (SMI)

2. If there is a Site license that covers the SMI, that ALSO must be applied

3. If there is a Permission that covers the SMI, that ALSO must be granted to the user

Screen Guide:

Purchased Licences

This screen allows a designated user with the permission 'Workbench Licencing Administrator' to purchase or reduce those already purchased licences under Site Licences, Role Licences, and Module Licences.

• Billing:

  • if decreasing the quantity of current purchased licences, this change will only be effective from the next billing cycle.
    Example: on day 15th of the month I remove 1x Job Costing licence. Only on the next bill, this will be reflected; no credits for the remaining days of the month the licence is not used. So it is recommended to make these changes closer to the end of the month so the licence can be used for that whole month.

  • If increasing, the charge will be pro rata for that period the licence was increased and charged on the next billing cycle.
    Example: on day 15th of the month I add 1 x Job Costing licence, so only from the 15th to the end of the month will be charged.

  • The billing currency is defined bythe database local currency (AUD or NZD). If the database has other currency, on the Purchased Licences screen a Consultant will be prompted to select AUD or NZD, and this will in turn populate setting 'Subscription Billing Currency'.

Your designated licence administrator will be displayed at the top left; these are the users that have permission to add or remove purchased licences and is granted by the permission 'Workbench Licencing Administrator'. All the header fields, are only enabled for editing by a Workbench Consultant or Support member (wbadmin user).

To make changes to the licences enter the new total for each licence in the Revised Purchased column. The change column will display a green upwards arrow or a red downwards arrow, with the quantity difference between the Current Purchased and the new Revised total.
After making changes to the Current Purchased licences, and saving, a confirmation screen will appear with a summary of the changes, which you can confirm or cancel.

If you require changes to your Xtracta subscription, Integration Licence or licences under Other Licences section, please contact Workbench Support team for assistance.

User Allocation Matrix

Use the Filter to show the desired range of employees.

Tick the box that intersects with the person and licence you want to apply, or untick to free the licence from the user and Save your changes.

You can see Allocated and Purchased Totals at the bottom of the grid. Allocated is how many of the licences have been applied to users, while Purchased shows the maximum amount of licences that have been purchased by your company.

Contact Information

These contacts must be populated by each Workbench client (will not be populated by your Consultant or the Support team), and must be kept up to date, and replaced by active employees if one of them leaves the company. This will enable us to communicate the right information to the right people if required.

• Admin Contact - the person to communicate with regarding the status of the system or any operational matters e.g. new features, outages, etc.

• Commercial Contact - the person who makes decisions around the number of user licences, new modules, etc.

Workbench Subscription Licences

Next Steps:

Once licences are applied, the user should be able to access the features of that licence. If there are issues, try to reset the Application Cache.