As a IMS administrator you may want to provide licenses for external participants. By providing a license for the organization, the owner agrees to cover the costs for that user while participating in the project. The Provide licenses for external organizations page lets you manage licenses for external organizations that have been added to the project. When external users are added to a project, the user, as well as the name of the organization the user is affiliated with is included with the user information.

In this interface, the external organizations are listed along with the number of people who are affiliated with that organization. The term affiliated means the user is part of an organization which has an existing account with Bentley Systems Inc.

IMPORTANT: Users need to be IMS administrators and Project Owner to be able to provide license for external participants and assign entitlements.

Project Owners (Non IMS administrators) will be able to access provide license for external participants and view the entitlements, but will not be able to modify any setting

Note: Unaffiliated users are all grouped into a single unaffiliated group. 

Note: These settings do not affect Inviting External Organizations to Collaborate through Deliverables Management. By default invited organization's participants must Bring their Own License.

Provide License

To provide a license for an organization, or for unaffiliated license, check the box next to the organization name and click the Provide license option to display the following:

When you click the Provide licenses option to confirm, all usage of the application by the participants from the organization will be billed to the owner of the project.

A green check mark will be added to the Provide license column in the grid when the owner is providing a license.

Remove License

In the case where an owner is currently providing a license for an organization and wants to remove the license, as done above, check the box next the organization and click the Remove license option.

Click Remove license to confirm. Once the license is removed, the external organization will need to provide their own license and entitlement to access the project.

Manage Entitlements

When the owner is providing a license for external organizations, they can manage which entitlement each user for the organization can use while accessing the project.

When you hover the mouse in an organization row, the Manage Entitlements button displays. 

Click the Manage Entitlements button to display the following right panel.

Next to the user name, select the license type from the drop down.  Repeat the process for each user in the project. 

If there are many participants in the project, you can use the Search field to filter the list using the search criteria entered. 

When finished, click Save changes to implement the entitlement for the selected user(s).

 

FAQs

Q:  What happens if I have an existing project has the 'Provide license for external participants' turned on.

A:  If that option was turned on before the latest release, then licenses will be provided to all of the organizations listed in this page by default.

 

Q: Can I make changes to legacy settings for existing projects (remove licenses from organizations currently covered by the owner organization)?

A:  Yes, now that this functionality is available, you can Provide or Remove licenses from any organization included in the project.

 

Q: Can I make changes and apply these settings to my Build projects?

A: No, this functionality is only available in the unified 'Project' type. By default, Build projects are setup so the owner organization pays the costs for all external users and this setting cannot be changed.