Apply for a license exception or variation

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PaperCut’s user license is based on the number of user accounts stored in its database.

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 in the sync source when calculating and verifying its license. If the user count cannot 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 in the Sync Source under the condition that the active user count remains below the official license limit. Active print users are defined as follows:

  • Education - The current on-campus student and staff count.
  • Business - The number of users who have access to printers and print at least one time per year.

Setting the Sync Source

Prior to applying for a license exception please set the sync source to the smallest sync source that you can use. If you are running version 14.1 or higher you can use the Multiple Group/OU sync facility to select only the groups and OUs that you require. Doing this will ensure that fewer extraneous user accounts are added to PaperCut.

Application Process

License exceptions are only available to customers with valid Premium Upgrade Assurance (or the Implementation Pack). Please make sure this is purchased/current.

To apply for an exception, the organization will need to send a written letter, scanned letter on letterhead, or a formal email from an official organization e-mail address (ie. not from Gmail!). Please use the example for an Educational Organization or Example for a Business templates below.

PaperCut NG licenses

Please send your request for license exceptions to sales@papercut.com

PaperCut MF licenses

Please request license exceptions in writing through either your PaperCut MF Reseller or your PaperCut MF Authorized Solution Center.

If you do not know your Reseller’s contact details, you can find these on the About tab in the PaperCut MF Administration.

The request should contain:

  • The total number of users currently in the Sync Source.
  • The current/expected number of active print users (see definition above).
  • A brief explanation of why an exception is required. Examples include:
    • Extra users are archived accounts that must remain on our system for some time.
    • Users are at a different site.
    • We have distance education students who rarely attend campus.
    • I can’t use Import users from selected groups to import only the users I need.
  • 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.

Examples

Example for an Educational Organization:

I, Mr Jones, the IT Manager of XYZ University, would like to formally apply for a license exception for PaperCut NG/MF. The smallest Sync Source that we can configure using Import users from selected groups is: # of Users, and our organization is currently licensed for # of Users and I would like an extended license to cover all # of Users user accounts. The remaining accounts will not print as Insert Reason Here.
We will notify PaperCut software if the number of campus attending students plus staff exceeds our # of Users user 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 on-campus student count and staff numbers as of this term. This will allow you to verify our # of Users active user request.

Example for a Business:

I, Mr Jones, the IT Manager of XYZ Company, would like to formally apply for a license exception for PaperCut NG/MF. The smallest Sync Source that we can configure using Import users from selected groups is: # of Users, and our organization is currently licensed for # of Users and I would like an extended license to cover all # of Users user accounts. The remaining accounts will not print as Insert Reason Here.
We will notify PaperCut software if the number of users exceeds our # of Users user limit. We are also happy for PaperCut Software to request a copy of a report or database data to verify our active user count.

Note: The request should be via email or letter (i.e. not over the ‘phone), and sent by an organization official. It is kept on file in our sales system for copyright licensing reasons.


Categories: Licensing


Keywords: licence, license, exceeded, exception, exemption, invalid, variation

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Article last modified on April 14, 2016, at 04:57 AM
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