Knowledge Base

Apply for a license exception

In some cases, an organization’s domain/network may contain a number of inactive or inappropriate user accounts. This is a common situation in higher-education. By default, PaperCut will factor in all accounts when calculating and verifying its license. If the user count can not be reduced using the technical/procedural methods outlined here, the organization can apply for an exception. This means that the organization will be issued a special license that covers all users under the condition that the active user count remains below the official license limit (active being defined as the number of users that print at least once per calendar year in business, or based off the Full Time Effective user count (staff + students) in some cases).

To apply for an exemption, the organization will need to send a written letter, scanned letter on letterhead, or a formal email from an official organization e-mail address (i.e. not from Hotmail!) to customer.service@papercut.com or sales@papercut.com. The request should contain:

  • The total number of users currently in the directory.
  • The current/expected number of active print users (or estimate with tolerance based of official records).
  • A brief explanation of why an exception is required.
  • An indication that you will endeavor to ensure that the “active user” count will always remain below the official license limit.
  • An indication that you will be happy to supply a report or copy of the database at most once a year so PaperCut may verify the active user count (We will destroy all data after verification).

You may apply for an exception either before or after purchasing a license. The preference is to finalize the exception before the purchase is made. That way sales can formally grant the exception and issue you with a special order link and/or a formal quotation.

An example:

I, Mr Jones, the IT Manager of XYZ University, would like to formally apply for a license exception for PaperCut NG. Our domain contains 7000 users of which 5000 are active print users and the remaining 2000 are either disabled or inactive accounts that need to remain for a period of 12 months after a person leaves the University. Our organization is currently licensed for 5000 users and would like an extended license to cover all 7000 user accounts.
We will ensure that the active user count remains below our 5000 user limit and will notify PaperCut software if our active users exceed our official license limit. We are also happy for PaperCut Software to request a copy of a report or database data to verify our active user count. For your records, I have included a copy of an email from our student records department detailing our current full-time effective student count and staff numbers as of this term. This will allow you to verify our 5000 active user estimate.

Note: For copyright licensing reasons, the exception request must be in writing (official email is fine) and sent by an organization official.

Categories: Licensing

keywords: licence, license, exceeded, exception, invalid

Page last modified on May 26, 2009, at 09:14 AM