System Activation

Reference Guide

Foundation 22.1
 System Activation

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Document Name
System Activation
Department/Group
Documentation
Revision Number
Foundation 22.1

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 System Activation
Contents

Documentation Notice
Contents
System Activation
Introduction..................................................................................................................................................1
System Activation.......................................................................................................................................1
Upgrading from a Previous Version of OnBase............................................................................... 1
HASPs........................................................................................................................................... 2
Client Modules Affected......................................................................................................... 2
Running Versions of OnBase Prior to 10.0.1......................................................................... 2
Activating Your System..................................................................................................................... 3
Grace Period.......................................................................................................................................5
Determining System Activation Status............................................................................................... 6
Test System Creation.................................................................................................................................7
  Disaster Recovery.......................................................................................................................................7

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 System Activation

Introduction
OnBase uses a product security feature to protect against unauthorized duplication of a licensed
OnBase system. This feature is present in all versions of the software that follow 10.0.1 and is
called System Activation. System Activation is accomplished with the assistance of your first line of
support and ensures that you have an authentic version of OnBase.
System Activation is required once per database for the life of the system. There is no potential for
negative impact resulting from System Activation: your database, system, and configuration are not
changed by activation. Activation is accomplished with your first line of support using an update/
response code and does not require considerable time or resources.
If an activated database is renamed, moved to a new server, failed over to a secondary node,
or restored after a hardware failure, the database may need to be activated again. See Disaster
Recovery on page 7.
System Activation is supported for all Oracle and Microsoft SQL Server databases supported by
OnBase. Supported Sybase databases will require a HASP (Hardware Against Software Piracy) in
place of System Activation. For complete details regarding the specific database versions supported
by OnBase, see the System Administration module reference guide.

System Activation
OnBase 10.0.1 and above must be activated using an update/response code with the assistance of
your first line of support. Since the System Activation update/response codes are lengthy it is a best
practice to relay them via e-mail to ensure that they are communicated accurately. Contact your first
line of support to obtain the e-mail address the update code should be sent to.
If you are upgrading from a previous version of OnBase, see Upgrading from a Previous Version of
OnBase on page 1. For complete details on System Activation for new and existing systems,
see Activating Your System on page 3.

Upgrading from a Previous Version of OnBase

OnBase 10.0.1 and above must be activated using an update/response code with the assistance
of your first line of support. System Activation is a product security feature to protect against
unauthorized duplication of a licensed OnBase system. This was previously accomplished through
the use of a HASP but is now accomplished through the software using System Activation.
In most cases, System Activation occurs automatically. If you are prompted to upgrade your OnBase
database, System Activation is included with the database upgrade. System Activation is also
included with the installation of a Licensing Certificate. See Determining System Activation Status on
page 6 if you are unsure if your system has been activated.
You are afforded a 14-day grace period in which to activate your system (for details, see Grace
Period on page 5). If the system is not activated within the grace period, a HASP is required to

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continue using the Configuration module. If you do not activate your system you are given the option
to activate it every time the Configuration module is launched.
For complete details on System Activation, see Activating Your System on page 3.

HASPs
After your system has been activated, leave the HASPs attached to any machines that currently have
them. This is to ensure access to versions of OnBase prior to 10.0.1, which still require a HASP. The
presence of a HASP does not affect System Activation or your activation status.
If the system is not activated within the 14-day grace period, a HASP is still required to access the
Configuration module (see Grace Period on page 5).

Note: A user group that is granted any combination of the following Configuration rights, and no
other Configuration rights, will still be able to access the Configuration module without a HASP or
System Activation: Printing Configuration, User Account Admin, User Update Admin, Password
Admin, Scanning Configuration, Translations.

Client Modules Affected

The following modules previously required a HASP on the client machine to function. With OnBase
10.0.1 and above these modules no longer require a HASP on the client machine.
• Advanced Check Image Processor
• Advanced COLD/ERM
• Advanced Document Import Processor
• Check Image Processor
• COLD/ERM
• Document Import Processor
• EDI 810
• EDI 835 EOB Processor
• EDI 837 HCFA Processor
• Image Statements
• NCR Input Filter
• NCR Signature Card Processor
• PCL Input Filter
• XML Tag Import Processor

Running Versions of OnBase Prior to 10.0.1

System Activation has no effect on installed versions of software prior to version 10.0.1. Any module
that requires the use of a HASP in the OnBase Client or Configuration prior to version 10.0.1 still
requires a HASP to access features controlled by the HASP, even if the system database has been
activated.
For example, if the database is activated but the COLD processing workstation is still using a Client
version 10.0 or lower, then the COLD processing workstation still requires a HASP to function.

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Activating Your System

In most cases, System Activation occurs automatically. If you are upgrading from a previous version
of OnBase and you are prompted to upgrade your database, System Activation is included with the
database upgrade. System Activation is also included with the installation of a Licensing Certificate.
If your system has not been activated, the System Activation dialog box is displayed when the
Configuration module is launched.

Click Yes to begin the activation process.

If you are unable to immediately activate your system, click No. If you would like to suppress the
System Activation reminder for the duration of the grace period, select Do not display this message

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again. You are afforded a 14-day grace period in which to complete activation (see Grace Period on
page 5).

Note: After the grace period has expired, the System Activation reminder is displayed when the
Configuration module is launched, even if it has been suppressed.

To activate your system:

1. Click Yes in the System Activation dialog box to begin the activation process. The System
Activation Callback dialog box is displayed.

Note: Do not close the System Activation Callback dialog box or click Cancel before entering
the response code. A new update code is generated every time the System Activation Callback
dialog box is displayed. The response code generated for one update code cannot be used for
any other update code. Clicking Cancel or closing the dialog box will require you to re-launch the
Configuration module to generate a new update code and re-engage your first line of support for
a new response code.
2. Since the System Activation update/response codes are lengthy it is a best practice to relay them
via e-mail to ensure that they are communicated accurately. Contact your first line of support to
determine which e-mail address the update code should be sent to.
3. Click Copy to Clipboard to copy the update code to the Windows clipboard.
4. Paste the value from the clipboard into an e-mail message (e.g., press Ctrl-V in the body of the e-
mail message), then send the e-mail to the address provided by your first line of support.
5. When the response code is returned via e-mail from your first line of support, copy the entire
response code and paste it into the Response Code field.

Note: The response code should not contain any line breaks. Ensure that any line breaks
introduced by your e-mail program have been removed.

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6. Click OK. If the system is activated successfully the The system has been successfully
activated prompt is displayed.

The response code is a single alphanumeric string made up of uppercase letters and digits only.
If the response code entered is invalid, the Invalid Response code prompt is displayed.

7. Click OK.
If the response code is invalid, try the following to correct the problem:
• If the response code is pasted into the field, make sure it does not include any line breaks or any
additional characters that are not part of the response code (such as text from the body of the e-
mail that is not part of the response code).
• If the response code is entered in the field manually, carefully check to make sure each character
is accurate.
If neither suggestion corrects the problem, it is likely that the update code displayed does not
correspond to the response code you are entering. The response code entered must have been
generated from the update code displayed. If the update code has changed, you must request a new
response code from your first line of support.
After three attempts to enter a valid response code you must generate a new update code and
request a new response code from your first line of support. To generate a new update code, re-
launch the Configuration module.

Grace Period
If you are unable to immediately activate your system you are afforded a 14-day grace period in
which to complete activation. This grace period begins with the first launch of the Configuration
module for OnBase 10.0.1 or above. It is recommended to activate your system as soon as possible.
If you do not activate your system you are given the option to activate it every time the Configuration
module is launched, unless the System Activation reminder has been suppressed.
To display the System Activation reminder if it is currently suppressed, select System Activation
from the Help menu in the Configuration module. The System Activation dialog box is displayed.

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You can either activate the system or re-enable the System Activation reminder by selecting Show
reminder.
The amount of time remaining in the grace period is displayed in the System Activation reminder
and also the title bar of the Configuration module:

After 14 days you are required to activate the system in order to access the Configuration module. If
you are upgrading from a previous version of OnBase that required a HASP, the HASP attached to the
Configuration module workstation will still allow you access to the Configuration module.

Determining System Activation Status

You can determine the activation status of your system using the Configuration module. To
determine if your system has been activated:
1. Launch the OnBase Configuration module. If the System Activation prompt is displayed your
system has not been activated (see System Activation on page 1).
2. Select About OnBase Configuration from the Help menu. The About OnBase Configuration dialog
box is displayed.
3. If the system has been activated a System ID value is displayed at the bottom of the dialog box.

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4. If there is no System ID and you are running OnBase 10.0.1 or above, contact your first line of
support. Systems that have not been correctly activated may not operate as expected.

Test System Creation

Test databases created using Configuration Migration must be activated just like a production
database (see System Activation on page 1).

Disaster Recovery
If an activated database is renamed, moved to a new server, or restored after a hardware failure, the
database may need to be activated again. In this case, the activation grace period is reset to 14 days,
ensuring that the system can be accessed and is fully functional immediately after restoration.
It is recommended to activate your system as soon as possible to ensure that there is no interruption
in access to the Configuration module, especially if the system is expected to run on the new
hardware for an extended period of time while the initial disaster is repaired.
In the case of a database failover from a primary node to a mirrored or clustered secondary node,
you do not need to activate the database if the primary node will be restored within the 14-day grace
period. If restoration will take longer than 14 days or the secondary node will become the primary
node, the secondary node must be activated. If the secondary node is activated and the primary node
is later restored, the primary node must be activated when it is reinstated.
If you do not activate your system you are given the option to activate it every time the Configuration
module
  is launched. See Activating Your System on page 3.

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