Managing licenses and subscription permissions

Reviewing licenses and subscriptions from the organization page

You can review licenses and subscriptions from the organization page. Subscriptions define which access permissions (roles and privileges) are available in some but not all Diligent One applications.

From Platform Settings > Organization, System Admins can view the following subscription totals for their organization(s):

• Ordered subscription types:
  • The number of licenses currently assigned (Total Assigned)
  • A count of the number of licenses that are available for System Admins to assign (Total Licenses)
• Subscription info: Product, Subscription state, and Expiry date.

View license totals from the Licenses page.

View license information

1. Open Launchpad.

   If your company uses more than one instance in Diligent One, make sure the appropriate instance is active.

2. Select Platform Settings > Organization. Your organization subscription information is displayed on the organization page.

Renew subscriptions

1. Open Launchpad.

   If your company uses more than one instance in Diligent One, make sure the appropriate instance is active.

2. Select Platform Settings > Organization.
3. Next to Subscription info, select Renew my subscription. This directs you to the renewals page in Diligent Connect, where you can sign-in and renew subscriptions for your organization.

Managing subscriptions from the organization page

For the most part, users that require permission to access one or more Diligent One applications must be assigned a subscription by a System Admin. 

1. Open Launchpad.

   If your company uses more than one instance in Diligent One, make sure the appropriate instance is active.

2. Select Platform Settings > Organization.

   If you do not see Organization as an option, the account you used to sign in does not have Admin privileges.

3. Next to Ordered subscription types, select Manage users.
4. To change a subscription for a single user, from the Subscription column, you can choose the user's subscription type which assigns them to a corresponding Professional User or Business User license.
5. From the dropdown menu, do one of the following:
• Select a subscription type such as Professional, Contributor, or Oversight to assign a user to a Professional User or Business User license.
• Select None to unassign a user from a Professional User or Business User license.
6. Optional. To change subscriptions for multiple users, select the checkboxes next to the appropriate users on the Manage users page, select Update users: # > Change user types and subscriptions, change the subscription for all of the selected users, and select Apply Changes.

After a few moments the page reloads and shows the subscription type you just selected in the Subscription column that corresponds with that user. The assigned user now has this subscription and corresponding license, or if None was selected, the user is now no longer assigned to a subscription or either of these two licenses.

Subscriptions available

View the access available with each subscription, including examples of professionals that may use each subscription.

Subscription	Access available	Useful for...
Professional	Access to all applications within the product edition you are using Access to Offline Projects (depending on product edition) and Diligent One for iOS and Android if assigned the Professional Manager or Professional User role	a VP, Director, or Manager that needs to manage the information architecture in one or more applications. an Auditor, Analyst, Regulator, or Contributor that needs to work in one or more applications. an Auditor or Analyst that needs to conduct fieldwork in Projects. an Auditor or Analyst that needs to design KPI reports around cycle times of management action plans. an Audit Director that needs to perform a strategic risk assessment as a starting point for building out the annual audit plan in Strategy.
Oversight	Only the following roles are available in each application: Strategy  Oversight Executive and Reviewer Projects  Oversight Executive, Oversight Reviewer, Contributor Manager, Contributor Tester, and Contributor User Mission Control  Oversight Executive, Oversight Reviewer, Contributor Manager, Contributor Tester, and Contributor User Results Oversight Executive and Oversight Reviewer Robots Reviewer Reports  Report Reader	an External Audit Consultant that needs to perform a quality assessment review of the work in Projects. a Chief Compliance Officer that needs to report on compliance program status and observe controls work. a member of an Audit committee being presented the strategic risk assessment in Strategy.
Contributor	Only the following roles are available in each application:  Projects  Contributor Manager, Contributor Tester, and Contributor User Mission Control  Contributor Manager, Contributor Tester, and Contributor User Results  Contributor User	a business process owner that needs to respond to client requests a frontline manager that needs to test controls a staff member that needs to review, document, and close results in Results.
Results Lite Professional (legacy only)	Full administrative access to Results	a Data Analytics Manager that needs to manage the information architecture in Results. a Control Analyst that needs to upload data analysis results and process records in Results.
Results Lite Contributor (legacy only)	Limited Contributor User role access to Results	a staff member that needs to review, document, and close results in Results.
None	Access to Launchpad	an IT Manager that needs to manage users, but does not need to work in any applications. a purchase cardholder that needs to respond to a questionnaire triggered suspicious transaction from Results. a sales operations analyst that needs to report potentially fraudulent behavior anonymously in an Event Report in Results. a Data Analytics analyst that uses Analytics and does not perform any fieldwork or results management.

Diligent on-premises software subscriptions

With the appropriate subscription, you can access Diligent on-premises software ( ACL for Windows or Direct Link).

The terms of your company’s software subscription dictate the maximum number of licenses that can be assigned at any one time.

ACL for Windows licenses

ACL for Windows licenses are automatically assigned when users activate ACL for Windows upon first use (by signing in to Launchpad).

Each license is assigned to a user. That user can activate ACL for Windows on multiple devices as long as the software is for their own use only. Using shared email accounts to activate licenses is prohibited, with Diligent keeping track of the activations made by users.

If two different users want to use the software, two separate licenses are required.

System Admins cannot manually assign licenses. They can, however, manually revoke licenses.

Releasing a license

There are three ways to release a license:

• Uninstall the software from all computers on which it is installed under the license.

  Note

  If multiple users with separate licenses have activated ACL for Windows on the same computer, only one license is released, even if all copies of ACL for Windows are uninstalled from the computer. In this situation, a System Admin should manually revoke the additional license or licenses.

• a System Admin can manually revoke the license.
• a System Admin can remove a user from an organization, which releases any license assigned to the user’s computers or devices.

Revoking ACL for Windows licenses

System Admins can manually revoke an ACL for Windows license from an individual user at any time. Manual revocation may be required if a user is no longer an employee, or if an under-utilized license needs to be made available for another employee.

ACL for Windows licenses are tied to a user. Activations of that license are tied to a computer or device.

Steps

1. Sign in to Launchpad
2. If your company uses more than one organization in Launchpad, make sure the appropriate organization is active, or select the appropriate organization from the dropdown list.
3. Select Platform Settings > Activations.

   If you do not see the Activations option, the account you used to sign in does not have administrator privileges.

4. Locate the user and the computer or device name (Hostname) for the license you want to revoke.

5. Select Deactivate device.

   The license is released and the number of available licenses increases.

   Note

   If the user has installed the software on multiple computers under one license, you must select Deactivate device for each computer before the license is released.