The RefTracker licence screen has two uses – for setup on initial use of your system, and for viewing your licence entitlements at any time from System>Utilities>RefTracker licence.

When your system is first installed, this screen is used to show your licence entitlements, to enter your Licence key, and to enter key data required to start up your system. Instructions for this initial use of this screen are provided in the installation instructions in the RefTracker Support manual, and your system installer (Altarama in the case of hosted systems) will usually perform this step.

When you view this screen from System>Utilities>RefTracker licence it shows the information provided in your encrypted RefTracker licence file. At certain times (such as if you purchase more user licences for your system) you will be issued with a new licence file which in-house customers will need to activate by loading it to the /licence directory, and applying the separately supplied licence key into the System>Utilities>RefTracker licence screen. You can do this using the System>Utilities>File upload/download function.

If your licence becomes invalid at any point, users will see this licence screen when they first log on, and a message indicating that the system’s licence is invalid. Call your Altarama representative to have this issue resolved. To minimise disruption while the licence issue is being resolved, you can still use the system by choosing a function on the main header bar.

If your system requires the application of a licence key, such as after increasing your number of concurrent user licences, an additional line that provides a box for entry of the key that you are separately provided with will display. Cut and paste the key that you were provided into this box and click on the provided Submit button in order to enable your licence entitlements.

The information and entitlements displaying in this screen are controlled by your Licence file and can only be changed through the provision of a new licence file by Altarama.

Licence file: name of the licence file currently in use. This file is an encrypted file located in the reftracker/licence directory.

Licence name: name of the customer issued this licence.

Licence number: Altarama’s number for this customer licence.

Customer code: Altarama’s code for this customer.

Instance name: indicates the name of the particular copy of RefTracker that this licence applies to – applicable to customers that run more than one copy.

Instance copy: indicates the particular copy of RefTracker that this licence applies to – applicable to customers that run more than one copy.

ReftLicence version: version of the Altarama licence file generation program that generated this file

Licence creation date: date on which this file was issued.

Licence re-creation date: date by which a new licence file is required (this may not be the same as the date by which you next need to pay a renewal fee.

Base module: all customers will be licensed for this module. Note that licences for the optional modules that follow are required to access some of the features mentioned in this manual. Some of these modules have additional costs associated with them. You cannot change any information on this screen. Contact your Altarama representative if you wish to purchase an optional module.

Client module: when this module is turned off (value No) the following functionality is removed:- The Client interface link is removed from the staff home page.- When any client interface page is accessed the RefTracker “system unavailable” screen is shown.

DeskStats module: when this module is turned off (value No) the DeskStats function will not be visible for any of your users.

Lookups module: when this module is turned off (value No) all of the functionality that allows Request forms lookups to work is removed:

Lookups menu is removed from the system screen
The Lookups tab is removed from the Request forms Edit options function and the Edit Lookups function is removed entirely
All of the databases required for the lookups functionality are removed from the Data dictionary menu
and any request forms designed for use with lookups, no longer perform the lookups.

Concurrent Full users: the number of concurrent Full RefTracker users that can be logged into your RefTracker system at the same time. You can define as many signons as you like in RefTracker, but only this number can be signed in to the system at any point in time. You can check how many users are on your system using the “Concurrent users” link in the System menu.

Concurrent ServicePoint users: the number of concurrent ServicePoint RefTracker users that can be logged into your RefTracker system at the same time. You can define as many signons as you like in RefTracker, but only this number can be signed in to the system at any point in time. You can check how many users are on your system using the “Concurrent users” link in the System menu.

Licence status: if this line does not say “valid” and display a green tick, access to your system will be limited until a new licence file can be installed. Contact your Altarama representative if you need to obtain a new licence file. Your licence may have become invalid because a temporary uptick of your licence level has expired before a new licence was installed, or there is a problem with your annual renewal.Licence key: Cut and paste the licence key you were provided into this box and click Submit.

I’ve got a new licence file – what do I do with it?

Load your new licence file to the config/licence directory.Rename your old licence file to so that it has a suffix of something other than .alf e.g. .alfold to make it clear which file is currently in use, however RefTracker will use the latest .alf file if more than one exists.

Log in to RefTracker as a system administrator. Go to System>Utilities>Information>RefTracker licence and enter the key that was provided to your new licence file into the Licence key field.

The licence file is unique to your organisation and is encrypted. The key is also unique to your organisation and the specific Licence file that you have been issued, and will look similar to the following
92C6 1DA5 5525 1CBB 3828 91B5 8D99 D5FE

Exercise

Click Back and then click on View system log records so we can examine that functionality.