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Resolving an “out of workstation licences” error

Ref: DM-OWL01


This guide will introduce you to Docman’s workstation configuration section and show you how to resolve an “out of workstation licences” issue. This section is in the Docman System Administration module, so you will require the generic Docman ADMIN account or another user account with Administration module access.

Workstation Licences

Your Docman system has a limited number of workstation licences. A licence is automatically assigned to your workstation when you first log into Docman.

Workstation licences are assigned based on your workstation’s hostname. If your workstation’s hostname changes due to a reformat or replacement, Docman will interpret the new hostname as a separate workstation and will attempt to assign another licence. If no licences are available, you will be unable to log in on that workstation.

Removing a redundant hostname from the licence list releases a licence for use by the workstation and resolves this issue.

Docman System Administration

The workstation licences are listed under the Configure Workstations section of the Docman System Administration module. You can access the Administration module from any Docman workstation with a Docman client licence. If your workstation is affected by the “workstation licences exceeded” warning, move to another workstation that can access Docman.

Select Configure Workstations from the Administration module main menu.

The workstation list opens and presents you with a table of all licensed Docman client workstations.

You are also given a number of options on the bottom of the Workstations window.

Name displays the hostname of each workstation. Docman assigns licences based on the workstation’s hostname. The hardware or network provider usually sets the hostname; therefore, it may not be an effective way to identify the workstation.

Description is a user-defined field that allows you to add a brief description of the workstation – usually the location or the usual user. This makes each workstation easy to identify.

The Registered date tells you when the workstation first logged into Docman.

Logged In tells you the currently logged-in user, if any. It appears blank if no user is currently logged in.

Last Login tells you the last date that each workstation used Docman. If a workstation’s name changes due to a reformat or replacement and the old name is not removed from the list, this redundant workstation still holds a licence. This is a useful identification tool; a workstation with a last login date six months ago is most likely a redundant workstation, and you can safely remove it to make way for a new workstation.

The Scanning and IS (Intellisense) columns can also be used to identify a recently-replaced workstation; if you are replacing a scanning or Intellisense workstation, they will have “Yes” in the corresponding column.

Once you identify the redundant workstation, click it to highlight it and then click the “Delete” button.

Docman asks you to confirm the deletion – click yes to remove the workstation and release a licence.

The deleted workstation disappears from the licence list and the count at the top of the screen changes to reflect this.

Logging In

Now that a workstation licence is available, you can log into Docman on the workstation experiencing the problem.

Docman automatically prompts you for further details in the New Workstation configuration screen.

The Description appears in the Configure Workstations list as an easy way to identify the workstation – fill this out using the location of the workstation or the usual user.

Set Scanning Capabilities to Yes to activate the Scan button in Batch Manager. Workstations without scanning capabilities are still able to file. You can activate scanning capabilities at any time in the Configure Workstations screen.

Copy Workstation Settings allows you to transfer toolbar position and window size settings from another workstation. If you do not copy workstation settings from an existing workstation, the new workstation will use the default settings.

Click Continue.

The main menu appears. You now have access to Docman.

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