Allocation Group Mappings

SELECTserver allowed organizations to organize their licenses into sites and then further refine their access and reporting with the use of Custom Activation Groups with separated activation keys for each site or group. As Bentley shifts to the Subscription Entitlement Service (SES) which eliminates sites, we are introducing Allocation Groups. Allocation Groups offer an easy way to organize your users and applications in your reports. Under SeS Allocation Groups work based on User Login or Groups of Users.  Since most customers are still running in a hybrid world of SeS and traditional SELECTserver licensing, we’ve introduced a way to map usage reported to SELECTserver under Activation Keys into Allocation Groups.  This will allow your SELECTserver usage data to show up under Allocation Group reports in the Subscriptions Analytics Portal.  The following instructions guide you through mapping your existing CAGs to the new Allocation Groups. If you have any questions or need additional help, please check the Frequently Asked Questions or contact technical support.

Overview

1. Review your SELECTserver Sites and Custom Activation Groups
2. Create an Allocation Group
3. Map an Allocation Group to an existing Custom Activation Group
4. View Allocation Groups in Reports

Review SELECTserver Sites and Custom Activation Groups

To see your organization’s existing sites Managed Sites List page located under the License Management menu option.  You can view their Custom Activation Groups by either clicking on the number in the CAGs column or, using the Custom Activation Groups menu item under Site Configuration in the SELECTserver menu.

Create an Allocation Group

Allocation Groups are special groups in User Management that have been created to enhance Subscription Analytics.  There is a restriction that a user can only be a member of 1 allocation group at a time and the system will stop you if you attempt to violate that rule.   You can make any group that you may already have a Allocation Group as long as it doesn't violate this restriction.

Before you begin – It is recommended that you make sure all Bentley application users are registered in User Management.

1. Sign in to the Subscription Services Portal to access User Management.
2. Click Manage.
   
3. Click Manage Groups.
   
4. Click Add Group.
   
5. Set Group Name (Recommended: Set the new Group Name the same as the existing CAG Site Name to enable auto-mapping feature)
   
6. Set Group Type.
   1. Choose Entitlement Group to restrict applications/features from your users or departments.
   2. Choose Allocation Group to assist you with your reporting needs.
   3. Choose both options if needed.
      
7. Add Group Description.
   
8. Click Save.
   

The new Allocation Group is now created.

Mapping an Allocation Group to an Existing Custom Activation Group

• Any un-mapped activation keys will appear in the un-allocated portion of the reports.
• You must have at least one Allocation Group to be able to see the contents of the Allocation Group Mappings page
• Allocation Group mappings are not real-time. 
  • This means that it will take up to 24 hours for your initial mappings to take effect and it may take up to 24 hours for any changes made to Allocation Groups to be visible in the reports.
  • We realize that this isn't ideal and are working to remove this limitation

1. Go to the Subscription Analytics Portal.
2. Click Allocation Group Mappings.
3. Find the existing CAG under the Site Name column. In the Allocation Group drop-down menu, select which new Allocation Group you would like to map the existing group to.
   1. If you have multiple CAGs, we recommend using the auto-mapping feature. By clicking the arrows to the right of the Allocation Group header, the tool will match Allocation Groups to CAGs with the same name in the empty fields.
   2. Please note: Any Allocation Groups that have been manually selected before auto-mapping will not be affected. Any unmapped activation keys will show up in the un-allocated portion of the reports.
      
4. If the mapping is successful, you will see a check mark appear in the Mapping Status column. Moving forward, if SELECTserver usage is logged to a Connected User, the usage will be allocated to the new Allocation Group where the user is now assigned.
   

View Allocation Groups in Reports

1. Go to the Subscription Analytics Portal.
2. Click any report icon that has the Allocation Groups icon, such as Machine Usage.
   
3. In the Filters pane, check the 'Filter by Allocation Group' option. By default, it will be set to off. Click on the slider to set it to On. The Allocation Group filter will appear and allow you to filter by Allocation Groups.
   
4. A new column, Allocation Group, will be visible in the results. Toggle the 'Filter by Allocation Group' slider to hide the column again. Note that if you use the slider to toggle off the Allocation Group column, any filter you applied on Allocation Group will still be applied.
   

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