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UiPath Automation Cloud

The UiPath Automation Cloud Guide

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User License Management

User-based licensing gives a coherent representation between UiPath's commercial model (purchased SKUs) and the licenses available for distribution in an organization. User licenses are managed separately from service/unattended robot licenses and are not tied to a specific tenant; a user can use its license across multiple tenants in the organization.

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Note

User license management is enabled by default for all organizations created after the 1st of March 2021.

 

Telling Licensing Models Apart


The user licensing model provides a clear separation between user and robot/service licenses in terms of management.

User license management allows you to manage all licenses in your organization in the dedicated sections on the Licenses page. Conversely, in the legacy licensing model, on the Licenses page, you can only visualize your licenses with no license management options available.

 

Enabling/Disabling User License Management


Prerequisites

Only enable user license management if:

  • you are not using classic folders

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Migration

If you are migrating from on-premises Orchestrator to Automation Cloud Orchestrator while in a classic folder setup, make sure user licensing is turned off as this functionality is not compatible with classic folder setups.

  • your organization is using interactive authentication. Enabling user license management automatically sets the Enforce user authentication, disable robot key authentication security setting in Orchestrator, which can cause your users who use robot key authentication to be disconnected.

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Warning

If you are now switching to secure authentication, this requires recompiling the workflows that use Orchestrator activities or make direct HTTP calls to the Orchestrator API utilizing v2020.10 activity packages or higher.

Switching License Models

  1. Make sure your organization is not using any classic folders and that interactive authentication is enforced.
  2. Navigate to Admin > Organization Settings.
  3. In the User License Management section, click Enable or Disable, depending on the current state of the setting.
  4. Recreate all license assignments using the current model.

 

Reverting to the Legacy Model


If user licensing was enabled for your organization, but you do not find it valuable, you can switch back to the legacy licensing model. Follow the next steps to revert to the legacy model.

Step

Where

1. Disable user licensing.

Automation Cloud > Admin > Organization Settings > User License Management

2. Recreate your previous allocation schema, by reallocating Attended User, Citizen Developer, RPA Developer, and RPA Developer Pro licenses to tenants.

Automation Cloud > Admin > Tenants > Edit License Allocation

3. Disable the user authentication enforcement if you were not using interactive authentication before enabling user licensing.

Orchestrator > Tenant context > Settings > Security > Enforce user authentication, disable robot key authentication.

How User License Management Works


This model helps you allocate licenses in the organization by providing licenses to a single user or to an entire user group. Using groups lets the administrator allocate a number of licenses to all the members of the group on a first-come-first-served basis, instead of having to assign the licenses one-by-one.

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Note

A user can belong to multiple groups with specified licenses and have licenses directly assigned, outside of any group. The resulting state comprises only the licenses explicitly assigned to the user as those take precedence over licenses assigned by group membership.

 

Direct License Assignment

Direct license assignment is recommended in the following cases: to gain full control over a limited set of licenses or to achieve licensing granularity while keeping access control easy using groups.

A: Say I want to keep access administration easy by providing predefined permissions for typical scenarios in my company while assigning particular licenses to a select few members.

Example
Mary is a member of the Automation Developers group. There is an allocation rule in place for this group allocating 10 RPA Developer licenses to it. As a member of the Automation Developers group, Mary would inherit one RPA Developer license. However, as an administrator, I want Mary assigned one of the RPA Developer Pro licenses available in the organization. To keep Mary's access-rights intact while giving them a more powerful license, I will leave her in the Automation Developers group and directly assign an RPA Developer Pro license.

B: Say I want to control what users in a group get assigned a particular license when I have a limited license pool and a much larger number of group members competing for them.

Example
There are 5 Test Developer Pro licenses allocated to the Automation Developers group consisting of roughly 100 members. To avoid relying on the first-come-first-served assignment principle and ensure the right license-user pairing, I will manually assign the license to the 5 users I want.

 

Group-Based Licensing

Group-based licensing is the recommended route for enterprises because license allocation is performed automatically through group allocation rules. Licenses that are assigned at the individual user level can make large-scale administration challenging.

To address those challenges, group-based licensing allows you to allocate one or more product licenses to a group. The pool of licenses assigned to the group becomes available to all members of the group. Any new members added to the group can make use of those licenses. Similarly, upon being removed from the group, a user loses the possibility to use such a license. This eliminates the need for license management on a per-user basis.

Group-allocation rules are configured by an administrator. Unlike explicit per-user license assignment, group allocation does not consume licenses but makes the pool of licenses available to the group members. Users consume licenses on a first-come-first-served principle within the limits of the group license.

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Note

Group-based licensing is the default method for license allocation in Automation Cloud. Two allocation rules are created by default in new Automation Cloud organizations:

  • Automation Users group - Attended licenses
  • Automation Developers group - RPA Developer Pro licenses.

These rules can be customized at any point by an organization administrator.

 

License Consumption


Named User

Multiuser

Direct Assignment

A license is consumed as soon as it is assigned to the user.
A license is released if the administrator unassigns it from the user or the user is removed from the organization.

Users consume licenses on a first come, first served principle.
A license relevant to a desktop product like Studio or Assistant is consumed when the desktop application is started.
A license relevant to a web product is consumed at the first operation performed in the product that requires a license. This varies with each product.
A license is released if the user does not use any product/capability that may require a license. You must log out and close the application or browser for the license to be released and become available for the next user.

Note: If a group allocation rule is removed or changed, the license is removed from all users that inherited it prior to the change/removal.

Group Allocation

Users consume licenses on a first come - first served principle within the limits of the group license:
A license relevant to a desktop product is consumed when the desktop application is first started. (e.g., Studio, Assistant).
A license relevant to a web product is consumed at the first operation performed in the product that requires a license. This varies with each product.
A license is released if the user is removed from the group or organization.

Note: If a group allocation rule is removed or changed, the license is removed from all users that inherited it prior to the change/removal.

Users consume licenses on a first come - first served principle.
A license relevant to a desktop product is consumed when the desktop application is started. (e.g., Studio, Assistant)
A license relevant to a web product is consumed at the first operation performed in the product that requires a license. This varies with each product.
A license is released if the user does not use any product/capability that may require a license. You must log out and close the application or browser for the license to be released and become available for the next user.

Note: If a group allocation rule is removed or changed, the license is removed from all users that inherited it prior to the change/removal.

 

Multiple Licenses per User


There can be scenarios in which one user inherits multiple licenses by group membership in which case the user will consume the most powerful one. If that is not available, the user consumes the second most powerful.

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License power

The power of licenses is as follows, from most powerful to least powerful:
Test Developer Pro > RPA Developer Pro > RPA Developer > Citizen Developer > Attended > Action Center

Example: John Smith inherits by group membership an RPA Developer and a Test Developer Pro license. John consumes the Test Developer Pro license (more powerful than the RPA Developer license).

You can check the license inheritance for a certain user in the Edit License Allocation window.

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Note

If an organization administrator explicitly assigns multiple licenses to a user, the user consumes all of them.

If a user inherits a license by group membership and gets one explicitly assigned, the explicitly assigned license takes precedence and overwrites the group license.

 

External/Partner Licenses


Partners that use the same license across multiple customer organizations may request enabling the External License functionality on the customer Organization. This way, partners are able to bring their own license and connect to the customer's Orchestrator services without utilizing from the Customer license pool. Note that this is only possible for developer SKUs & requires Studio to be activated with a standalone license key. Please reach out to our support team or your UiPath contact for more details on how to enable this functionality.

Updated 2 months ago


User License Management


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