AVEVA Flex Portal Overview

OVERVIEW

AVEVA Flex is a subscription-based licensing program. This program allows organizations to access a wide range of AVEVA’s software solutions through a flexible, cost-effective subscription model.

AVEVA’s Flex portal is the tool through which customers can access and manage their Flex subscription and licenses.  In this document, we will prove an overview of the portal.

APPLIES TO

• AVEVA Flex

EXPLANATION

AVEVA’s Flex portal is the tool through which customers can access and manage their Flex subscription and licenses.

You can reach the Flex portal through the AVEEVA global customer support site. From the site’s home page, select the “AVEVA Flex” tile. This will take you to the Flex portal dashboard.

At the top of the dashboard, you will find a drop down menu showing the Flex contract you are viewing.  If you have access to more than one Flex contract, you can use this field to select which contract you wish to view.

The dashboard includes five tiles to access the different parts of the Flex portal.

Credits, Agreements, Requests, Licenses, and Products.

Selecting Credits will display information about the used and available credits of the contract.

This information includes:

• Total number of credits for the contract
• Number of credits that have been used as of the current date
• Number of unused credits remaining for the year
• Number of credits available per month, which is calculated by dividing the remaining unused credits by the number of months remaining in the subscription year.

You can also view this information by selecting  View Consumption Chart from the top of the screen.  The consumption chart shows the available credits in the current contract year, broken down by month.

• Past months are displayed as grey bars.
• The current month is displayed as a dark purple bar, and calculated credits for future months are displayed as light purple bars.
• Moving the cursor over any of the bars will display additional details about the credit consumption for that month.

Selecting the Products tile will display a list of all available product licenses that can be requested.

This information includes:

• Product category
• Sub-category
• Part number
• Description
• Unit Cost

Under Product Usage, Single Use licenses consume Flex credits only in the month they are ordered and do not consume credits in subsequent months.  Rate and Cloud licenses consume credits each month, based on the annual unit cost.

Selecting the arrow to the right will provide a more detailed description of the license.

The product screen also includes a Search field which allows you to filter the displayed licenses based on an entered value, as well as an Export button which will export the displayed licenses in an Excel spreadsheet.

Selecting the Agreements tile will display all of the Flex agreements that are associated with the current contract.  Each agreement represents a different customer site, and multiple sites (or agreements) can be associated with a single contract.

Each agreement will show:

• Agreement name
• Site name (which maybe different from the agreement name)
• Site ID
• Status (Active or Inactive)
• Start Date
• End Date

This page also includes a search field to filter the results in cases where the contract includes a large number of agreements, as well as an export button to save the displayed results as an Excel spreadsheet.

Selecting the Requests tile will display a summary of the license requests for the contract, sorted by the current status of the request.

The seven different request statuses are:

• Draft
• Submitted
• In Progress
• Approval
• Cancelled
• Rejected
• Completed
• Total of all requests.

Drafts are license requests that have been started, but have not yet been submitted for processing.

Submitted requests have been submitted to AVEVA, but AVEVA has not yet started working on them.

Once AVEVA begins working on a submitted request, its status will be updated to In Progress.

If the site is set up with assigned Request Approvers, then your request is directed to an approver designated for the site once it has been submitted. These requests will be moved to the Approval status until the approver either approves the request, updating its status to Submitted, or rejects the request, updating its status to Rejected.

As soon as AVEVA finishes processing a request and the licenses are available to be downloaded, the status is updated to Completed.

Selecting any of the request statuses will display a list of all license requests in that status.  The list of requests include:

• Request number
• Name of the person who made the request
• Site (or agreement) that the request was made for
• Number of licenses
• Total number of credits to be consumed by the requested licenses.

Selecting the View button will display the details of the individual request.

To create a new license request, select your contract from the drop-down menu at the top of the dashboard page, then select Create License Request.

On the next screen, select the site (or agreement) that the license request is being made for.

In the License Request Comments field, you can enter any comments or requests directed to AVEVA regarding this particular request, such as requiring a particular version of the license, or a request for expedited processing.

Customer Reference is a field where comments can be entered for internal documentation, such as references to internal invoicing or approval processes.

Select Add Item to bring up a list of all available product licenses. This list can be filtered by product category using the drop-down at the upper left corner of the window, or by keywords using the search field.

Once a license has been selected, additional fields are displayed, showing a detailed description of the license, its product usage category, and the Flex credit cost of the license per year.

Fields will also be displayed to enter the quantity of licenses to be requested, as well as required and/or optional fields which can be used to enter additional information or comments about the requested licenses.

The Start Date field allows the customer to make requests in advance for licenses that will become active at a later date.  Credit usage for the license will be based on the start date rather than the date of the license request.  If this field is left blank, the license will become active as soon as the request is processed.

Once all the license information has been entered, select Add to List at the bottom of the window to add the license to the request.

Once an item has been added to the request, you can edit the details of the item by selecting the pencil icon at the right of the item, or remove it from the request by selecting the red X icon.

Additional items can be added to the request by selecting the Add Item button.

Any additional documents pertaining to the request can be attached by selecting the Upload button, then selecting the file to be attached.

Once all the items have been added to the request, selecting the “save as draft” button at the upper right will save the request without submitting it to AVEEVA.  The draft request can then be re-opened and viewed or edited at a later date.

Selecting the “send request” button will save the request and submit it for internal approval if the site is set up with Request Approvers, or submit it to AVEEVA for processing if no approvals are needed.

Once a request has been submitted and processed by AVEVA, an email notification will be sent to the person who submitted the request.

If the flex portal user has download permissions, the license activation files can be downloaded from the completed license request.  Simply select the zip file at the bottom of the license request to download it.

If needed, you can return licenses previously requested through the Flex portal.  To do so, locate the license requested where the license was originally ordered and select View.

Locate the license you wish to return on the request and select Return.

In the pop up window, verify the quantity of licenses you wish to return and enter any optional comments.  It is recommended that the serial number of the license or licenses are entered into this field to indicate specifically which licenses are being returned.

Select Return to submit the license return.  The license will be removed from the Flex subscription and credits will no longer be consumed for it.

Note that Flex credit consumption is based on a monthly interval, and credits will still be consumed for the current month, regardless if the license is returned one day or 30 days into the month.  Flex credits are not returned for partial months.

In addition to working with license requests, the AVEVA Flex portal also gives access to a variety of reports to provide insight into your Flex subscription as well as additional tools to organize and manage your licenses.

For more information about these additional features, please reference the Flex portal help documentation or reach out to us at [email protected].