Only licensed users have access to Creatio functionality.
Licensing in Creatio covers two general types of operations with licenses: software licensing and distributing the available licenses among the user accounts.
Several types of licenses are used in Creatio:
Nominal licenses
Nominal licenses provide access to the product for specific users. Licenses of this type are connected to user accounts and cannot be used by other users. A system administrator can redistribute the available licenses among users at any time.
Note
The license allows 1Gb of free data storage. Each additional 1 Gb of data storage is charged for separately on an annual basis.
Marketing campaign and active contact licenses
The functionality is available in Marketing Creatio and CRM bundles.
Marketing Creatio functions require the following licenses:
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Marketing campaign licenses. These licenses enable the functions of the marketing-oriented Creatio sections: [Email], [Campaigns], [Events], etc. The number of licenses must correspond to the number of Creatio users who will be working with the corresponding sections.
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Marketing active contact licenses. They are used for creating data entries in the [Email], [Campaigns], and [Events] sections. The number of licenses must correspond to (be equal or more than) the size of the database with active contacts, to whom bulk emails are sent.
Active contacts are contacts with whom at least one of the following communications has been made a year ago or less:
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A contact was a part of a bulk email audiences and the bulk email sent to the contact had an actual response.
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A contact was a part of an event audience.
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A contact was a part of a campaign audience.
Make sure that the number of active contacts (used licenses) does not exceed the number of available licenses.
If the number of used licenses exceeds that of the available licenses, some of the functions of the system may be limited or locked during:
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saving or sending bulk emails
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editing bulk email templates in the content designer
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moving to the [Marketing email] campaign step.
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Additionally, certain operations in the [Events] and [Campaigns] sections might be disabled.
Creatio regularly notifies the users when the number of available active contact licenses becomes lower than 10% of the total number of paid licenses. Please check the “Notifications” tab of the Communication panel regularly.
Note
If the number of active contacts exceeds the number of purchased licenses, you need to purchase additional licenses. Send a license request to the Creatio technical support team.
To prevent limitations and locks due to an insufficient number of available licenses, please consider the following factors:
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When adding a contact folder to the list of bulk email recipients, make sure to check the filtering conditions for this folder. Modified filters may cause contacts who are not part of the target audience of the email or campaign to end up in the folder.
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Recalculation of active contacts and available licenses is scheduled to run once in four hours and after sending emails is finished. Because of that, the information about the lack of licenses to cover the number of available contacts may be unavailable at the time of creating email audiences.
If the number of active contacts does not exceed the number of available licenses at the time of the email or campaign start, the system will send as many emails as the number of email recipients. For example, if you have 10000 licenses, 9999 active contacts, and you add 50000 bulk email recipients, the emails will be sent to all of the email recipients. After sending the emails, the system will recalculate the number of active contacts and available licenses, and then determine that the number of licenses is insufficient, which may limit the functionality of the Creatio application.
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When sending emails, the system takes into consideration the following settings, which manage email sending and restrict inactive contacts from being sent emails:
•Prohibition to use the email address of a contact (the [Do not use email] checkbox on the [Communication channels] detail on the contact page).
•An option to subscribe to or unsubscribe from specific types of bulk emails.
How to determine the number of licenses to request
The number of used licenses and active contacts is available in the [Dashboards] section, on the [Licenses] tab. These indicators may be slightly different from actual indicators, because they are calculated once per day.
Attention
An excessive number of active contacts and an insufficient number of available licenses will be registered only as a result of scheduled recalculation or after sending emails. This makes controlling if the number of available licenses covers the number of active contacts especially critical when preparing email communications with customers.
According to the terms of “an active contact license”, one contact can receive no more than 365 marketing communications per year.
To view the list of active contacts, set up a filter in the [Contacts] section as shown on Fig. 1.
Fig. 1 A filter for viewing active marketing contacts
The filter “Created on” date is the date when the calculation of license validity term starts. It is calculated based on: “Validity period date” minus 1 year.
For calculation:
1.Open the system designer by clicking the 
button in the top right corner of the application window. In the [Admin area] block, click the [Advanced settings] link.
2.In the 
menu, select the [Manage user licenses] option.
3.In the opened License Manager, view the validity period on the [Available licenses] tab (Fig. 2).
Fig. 2 Viewing the validity period of a license
4.Subtract one year from the received date.
As a result, you will receive the start date of the license validity period, which needs to be populated in the [Created on] column when setting up the filter for selecting active contacts. For example, if the license validity period is 8/31/18, as show in Fig. 2, the start date for setting up the filter will be 8/31/17.
Server licenses
Server licenses provide access to additional system functionality, for example, telephony.
Unlike the nominal license, the server license can be distributed among an unlimited number of users.
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