How do the Different Types of OnBase User Licenses Work?
With thousands of software vendors out there, it’s understandable that we still get questions from customers about how a specific product’s licensing method works. With OnBase, you have the option to choose from three basic license types (There are more, but that’s another story…), Concurrent, Named, And Workstation. Here are the specifics on each license type, along with some examples of when you should choose each one:
OnBase Concurrent User License – This is a Shared License, available to anyone with appropriate rights and privileges. The OnBase Concurrent License lets users log-in to the Traditional Full Client, The Unity Client, The Web Server, and more. This license is released for another user when someone manually exits the application, and it also features a time-out feature that can be set by the administrator. The OnBase Concurrent License time-out can be as low as 5-Minutes, and this means that a user will be automatically logged off from their session after five minutes of inactivity. The Concurrent Client License is the license type most recommended by AMS Imaging for clients, and nearly every implementation has at least one concurrent client in their OnBase System.
OnBase Named User License – The OnBase Named User License is available in the Traditional Full Client, Unity Client, or Web Client, as well as some other, less frequently used modules. The Named User License enables access to a specific, named user. This type of license is typically applied to an individual who always needs to be able to log-in to OnBase, regardless of circumstances.
OnBase Workstation User License – The OnBase Named User License is available in the Traditional Full Client, Unity Client, or Web Client, as well as some other, less frequently used modules. The Workstation User License is similar to the Named User License, but instead of identifying a specific User by Name, the access is given to the workstation. This is often used in situations where employees work different shifts and need access to OnBase based on their job role within an organization.
When it comes to licensing your OnBase System, keep in mind that it’s often not a matter of defining which one type of license to choose, but instead of identifying the proper mix of licensing to apply. In addition, consider these types of user licenses if they fit your requirements:
Query API License – These Licenses allow searching, often by external applications, of the OnBase Database by users without a dedicated license type. The OnBase Query API License is governed by the number of searches performed per hour.
Document Knowledge Transfer Web Access – This type of License allows an organization to publish and deliver content to a large number of users without dedicated license types. They can access and review the published material without needing and special licensing.
Constituent Access – For Government Clients, Constituent Access enables residents or constituents of your jurisdiction to access and retrieve information using a special license type that can often be more cost effective than the other license types.
It is also important to keep in mind that the types of licenses that you use are not a replacement for a solid security methodology. You still need to consider the access rights and privileges that should be granted and not just assume that access to OnBase means that a user should have access to all document types within the system!
If you want more information about OnBase licensing, or if you’re considering a change to your current licensing strategy, contact our Solution Advisory Team today!
