Viewing the license usage reports

As an Administrator, to monitor license usage of BMC Helix Business Workflows, you need to know the number of users creating cases, and the potential number of users who may create requests in BMC Helix Business Workflows for a company. The following types of users are defined in BMC Helix Business Workflows:

• Named users—Total number of enabled users in Foundation data for a company.
• Active users—Total number of users who have created cases in BMC Helix Business Workflows.

You need to monitor the use of BMC Helix Business Workflows to ensure that your organization is compliant with the license agreement signed with BMC Software. You also need to review license usage to know if you are over utilizing or under utilizing your BMC Helix Business Workflows licenses.

To grant access to the License Usage report

1. Log in to BMC Helix Business Workflows as an administrator.
2. Click Reports.
3. Select Administration > Admin Console > User Groups.
4. Edit the Admin User Group, and define the members for the group by selecting the System Administrator role.
5. Save the user group.
   The  License Usage report is visible to only users with the System Administrator role.

Only one default system administrator is defined for reports.  If you want to grant License Usage report access to multiple users as default system administrators, you must change the role of the users to System Administrator.

To set the role of an user as a System Administrator, perform the following steps:

1. Log in to BMC Helix Business Workflows as an administrator.
2. Click Reports.
3. Select Administration > Admin Console > Users.
4. On the People section, click the expand button corresponding to the user, and select Change Role > System Administrator.
5. Save the changes.

License usage reports

The license reports provide not only a high-level, but also a detailed monthly report of the total number of Active and Named users in the system for a given period of time. Use these reports to effectively manage license usage of BMC Helix Business Workflows within your organization. The following license reports are available:

• License Usage by Requester - Summary
• License Usage by Requester - Details

License Usage By Requester - Summary

This report provides the number of Active and Named users per month.

By default, the following data is displayed:

• Year
• Month
• Company
• Count of Users
  • Active Users
  • Named Users

You can use the Date or Company filter to view users for the selected period or company. The total of the number of active and named users is displayed at the bottom of the report.

The following image shows an example of the report:

License Usage By Requester - Details

This is the child report of License Usage By Requester - Summary report. It is visible when you click the name of a company in the summary report. This report provides a monthly report of the active users and the number of cases created for or by them per month for selected period.

The following image shows an example of the report: