Workflow based License Model

From Apex 1.3 onwards , Service Automation supports workflow based license model. License is applied in the Apex application. Then the license information is automatically synced to the service automation, once the information is synced the details are displayed in the license tab.

Note

View Service Automation License details in Admin > License > License Usage Report.

To view the license, perform the following steps:

1. Log in to the Application as an Admin.
   

2. Navigate to Service Automation > User > Service Automation.
   
   Figure: Navigation
   

3. Click on the settings icon to view the Application settings.
   
   Figure: Dashboard
   

4. Select License on the Application Settings to view the license details.
   
   Figure: License
   

5. License details is displayed.
   For more information refer to the Field Description.
   

   Note

   License Key field and Save button is disabled.

   Figure: License

Field Description

License Validation Use Case

The License Validation Use Case describes how Service Automation manages workflow creation based on the number of licenses purchased and consumed. The system continuously tracks available workflow licenses and provides real‑time validation messages to guide users when creating or importing workflows.

1. Consider the user had purchased 15 licenses and 14 are in-use the available license count is displayed as 1. This means that one more workflow can be configured.
   Figure: License
   

2. Create one more workflow by navigating to Workflow > New workflow.
   Figure: Workflows
   

3. Workflow confirmation message is displayed with the available license count.
   This confirmation message is displayed if the license count is less than or equal to 5.
   
   Figure: Confirmation Message
   

   Note

   If all the workflows are utilized and you create a workflow, then a confirmation message is displayed as below:
   “Your license is fully utilized. You can only create workflows in an inactive state.”
   
   Figure: Inactive State

4. Click Yes Proceed to create the Workflow.
   

5. Workflows created in an Inactive state do not contribute to license consumption.

   From the above use case you will still have 1 license until you create an Active workflow.
   
   Figure: Workflow
   
   For all the utilized licenses, upon activating in the workflow the below error message is displayed on the Workflow page.

   Warning

   Your license is fully utilized. You can only create workflows in an inactive state.
   
   Figure: Workflow Configuration

   The confirmation message is displayed for the below actions while importing or adding the workflow:

   • Import from Existing

   • Import from JSON

   • Create Workflow

   
   
   Figure: Import Workflow
   

   Note

   To free up the workflows you can deactivate workspaces and then Activate the new workflows.

License Threshold

The Service Automation License Threshold feature helps users stay informed about their license consumption levels. As the workflow license usage approaches defined limits, the system automatically displays alert messages on the application banner. These alerts ensure that administrators and users are aware of upcoming capacity issues and can take necessary actions before automation services are impacted.

When the license consumption reaches specific percentage thresholds—or when the license expires or is not detected—the system triggers contextual banner messages. These messages serve as early warnings to prevent service disruption and to maintain uninterrupted workflow execution.

Figure: Banner Message

For more information on the messages, refer to following table: