License alert emails allow account managers to receive automated communications about accounts that are nearing or have exceeded their license limits.
A license is considered to be approaching the limit when it is expiring within 90 days or has passed 75% of the license's duration (whichever is shorter) OR when its learner/registration count is at 90% of the limit. It is considered to be exceeded once the expiration date has passed or the learner/registration count is at 100% of the limit.
With our latest updates, you now have granular control over how and when these communications are sent. There are two different layers of license alert emails:
1. One-Time Alerts
One-time alerts are sent the moment a license hits a critical threshold. This is meant to catch the case where a license is fine one day, but a new course is launched with a large number of learners before your next digest is sent. You can configure this Alert trigger to fire on one of two conditions:
- Fast approaching limit: Triggered when a learner usage-based license hits 95% capacity, or when a time-based license has elapsed 75% of its duration (or has fewer than 90 days remaining).
- Limit exceeded:
- for the usage-based licenses, it's triggered only when the 100% limit is reached, and another launch has been attempted;
- for the time-based licenses, it's triggered when the expiration date has passed.
2. Recurring Digests
The digest is a recurring summary of active license warnings across your accounts. You can choose your Digest frequency:
- Daily: Sent once per day.
- Weekly: Sent once a week (Mondays at 11:00 AM UTC).
Here is an example daily digest email:
In this example
- "ACME Co" has a license type of Limit By Account, and it has been assigned a license called "30-day trial". The Expiration Date has passed, so this license is marked as Exceeded.
- "Buy n Large" has a license type of Limit By Content, and it has 1,673 pieces of content with licenses that have been Exceeded. Instead of showing all of those licenses in this email, a summary is displayed.
To view more information about the accounts referenced in the digest email, click View this account in Content Controller. You will need a username and password, and then you will be directed to the account details page.
How to Enable License Alerts
To configure your license alert preferences:
- Make sure your account license type is set to Limit by Account or Limit by Content.
- Check the box to Enable license status alerts and digest.
- Add at least 1 email address to the subscriber list.
- Select your global warning scope under Send emails when license limits are (Approaching & Exceeded or Only Exceeded).
- Select your desired Digest frequency (Daily or Weekly).
If you have any questions, please send a message to support@rusticisoftware.com