Automated Authorization FAQs

With the Version 6.1.102 software releases, DDMS introduced a new automated authorization program. This program was developed to simplify the process of authorizing the products included in your software package. The automated authorization program enables you to authorize your software package via the Internet without the need to contact ECi Technical Support.

The following paragraphs address many of the questions we have received about the program, including questions on the new, extended authorization terms.

Why was an automated authorization system added to the software?

DDMS has routinely required that specific system applications and optional software products be authorized prior to use. In the past, authorizations were handled through a manual process. While this process was not particularly efficient, it was manageable due to the relatively low volume of such authorizations.

Today, most customers receive additional software products as a standard part of their software package. Since many of these products are also available individually as options, they require authorization. The automated authorization program provides a cost and resource-efficient alternative to manually authorize multiple programs for all of our customers. It dramatically simplifies the authorization process, eliminating the need to call ECi Technical Support and enabling you to begin using all of your software much more quickly. Internally, it eliminates many of the steps associated with our previous manual process, freeing our technical staff to handle more customer calls and enabling us to operate more efficiently.

Does the new authorization program only work for my basic software package?

With the current version of the authorization program, automated authorizations are limited to the products in our standard software packages. We intend to enhance this program in future versions of the software, automating the authorization process for all ECi products. In the future, if we add additional software to the contents of your package, or if you purchase an eNsite Xtension™ or other optional product, you will be able to authorize them using the new program.

Is it true that the new authorization program connects to the Internet periodically? If so, how often does it connect and why?

The automated authorization program can authorize your software package automatically via the Internet. As part of the authorization process, the program connects to a database on our servers to identify the software package assigned to your company and your account status. From that point on, the authorization program will attempt to connect to the Internet approximately once each month to verify this information.

My DDMS server is connected to the Internet, but it is not a continuous connection. Will the automated authorization program still work?

For maximum efficiency, the automated authorization program was designed to run in the background, providing automatic authorization for your software. However, automatic operation does require a continuous connection to the Internet (such as always- on DSL, Cable, T1, Frame Relay, some ISDN connections, etc.). Since some dealers only have dial-up connections, the automated authorization program can also be triggered manually. This will allow you to start your Internet connection and run the program at a time of your choosing.

How can I obtain authorization if my DDMS server is not connected to the Internet?

We understand that not every dealer has Internet access. If your DDMS server is not connected to the Internet, our Technical Support department will assist you in authorizing your software package. If you have another computer that has Internet access, you can request manual authorization by completing the online form. If you do not have Internet access at all, you can also send a request for authorization via fax: (682) 831-9909.

The automated authorization program will try to connect to the Internet every month. Does this mean my software is only authorized for 30 days?

No, while the automated authorization program will try to verify your package and account information on a monthly basis, your software may actually be authorized for up to a year. Here’s how it works: each time the automated authorization program connects to the Internet and successfully communicates with the authorization database (or is authorized manually if you don’t have an Internet connection), it sets a counter in your software based on your authorization term. Every customer whose account is in good standing has an authorization term of one year, so the counter is set for 365 days. Next month, when the automated authorization program connects again, it resets the counter back to one year.

If the program cannot connect to the Internet, or cannot verify your authorization, it will attempt to connect again each time you re-start the system. (You can also run the automated authorization program manually at any time.) If the program has still not been able to verify your authorization when the counter reaches 30 days, the system will begin displaying a message prompting you to contact the Technical Support department: "Software Expires in ## days. KeyOp: refer to www.DDMS.com\auth". At that point, you still have 30 days to verify your authorization before it expires.

Will every customer have a one-year authorization term?

Every customer whose account is in good standing will have an authorization term of one year. ECi reserves the right to reduce the authorization term in the event that a customer’s account becomes past due. However, once that customer’s account status returns to good standing, the authorization term may be set back to one year.

What about the software expiration date? Is this the same as the authorization term?

For several years, all DDMS business system software has included an expiration timer. This timer is reset to one year each time you load a new general release software version. This one-year software expiration period is entirely separate and distinct from the authorization term.

The software expiration timer displays a warning message beginning 90 days before your current software version is due to expire: "Software Version Expires on MM/DD/YY". Since the software expiration period is separate from the authorization term, it is possible for your software to display the expiration warning even though your authorization counter has just been reset. If your system does display the software expiration message, and you have not received another general release version to load, please contact the Technical Support department.

What if I am late with a payment or there is an accounting error at ECi ? Will my system just be shut down?

We recognize that our software is vital to the operation of your business; and, as our customer, you are vital to us. Putting that relationship in danger by somehow causing your system to shut down would not benefit anyone. In the event an issue arises with your account, our goal is to work with you to resolve the problem for our mutual benefit.

While ECi does reserve the right to reduce authorization terms for customers with past due accounts, this step would never be taken until after you have been notified by ECi that there is a problem with your account. You would have plenty of time to resolve any issues before your authorization term is changed. Also, if your authorization term was reduced for some reason, it can be returned to one year once your account status returns to good standing.

We have also instituted safeguards to prevent authorization terms from being changed as a result of human error. All past due accounts will be reviewed by ECi senior staff. No authorization term will be changed without specific approval from either ECi President Dan Pritchard or DDMS President Charles Russell.

How can I verify that the authorization program worked successfully, or find out the number of days remaining in my authorization term?

If your DDMS server has a continuous Internet connection, authorization should occur automatically each month. However, you can manually verify your software package authorization by following these steps:

1. Go to the (Z) System Utilities screen select the [B4] Execute Program function. In graphical software:
1. Double-click the Keyop Menu icon
2. Double-click the System Utilities icon
3. At the Enter Utility Type prompt, select Compiler Utilities by typing B
4. At the Enter Subset Number prompt, select Execute Program by typing 4
5. At the Enter File Name prompt, type ;SPC:GATE and press Tab.
6. In the Enter Unit # field, type Ø4
2. The Licensed DDMS Products screen appears. This screen includes the following information:

• General release version and load date: the “Version # Authorized” field displays the version number of the last general release software loaded onto your system. The accompanying date field displays the date this general release software was first installed. This is also the date when the software expiration timer was last reset.
• Software package and package authorization date: the “Package < >” field displays your software package. This field may be blank, or it may display an alphanumeric character, depending on your specific software package. If your software package has been successfully authorized, the package authorization date will display to the right of the Package < > field. Once your software package is authorized, these fields will not change unless you upgrade to a different package to take advantage of additional software or to accommodate changes in your business.

3. To view the number of days remaining in your authorization term, type E. The “Software Authorized days remaining [###]” and “Last reset on [mm/dd/yy]” fields display at the bottom of the screen, as shown in the example below.

• Software Authorized days remaining [###]: this field displays the number of days remaining until in your authorization term. The display is reset back to your full authorization term each time the automated authorization program successfully connects to the authorization database and verifies your authorization.
• Last reset on [mm/dd/yy]: this field displays the date of the last successful authorization verification. This is the date when the counter in the software, and consequently the “Software Authorized days remaining [ ]” field, were last reset.

If your system does not display a package authorization date, or if it has been more than a month since your software package authorization was successfully verified, you may want to reboot your DDMS server. The automated authorization program was designed to verify your software authorization once each month following a restart of TBL Server.

You can also launch the authorization program manually:

1. Verify your DDMS server is connected to the Internet
2. Go to Start > Programs > DDMS > Package Authorization. A window with your Authorization Key appears.
3. Click the Authorization button.
4. When the dialog box says, “Authorization Process Completed,” close the window by clicking the X in the top right corner.

If package authorization fails or the ;SPC:GATE program still does not show an authorization date or an updated verification date, contact ECi Technical Support for authorization assistance.

What if, for some reason, my software does expire? How do I get it re-authorized?

It is virtually impossible for your software to expire without you being notified well in advance. If there is a problem with your account, ECi will contact you long before your software expires. In addition, when the counter in your software reaches the 30-day mark, the system will display a message prompting you to contact the Technical Support department. At that point, you have 30 days to verify your authorization before the software will expire.

If you do receive the 30-day notification, you should take steps to identify and resolve whatever prevented your software from obtaining authorization. For example, if your system was unable to connect to the Internet, correct the fault and then simply trigger the authorization program manually to re-authorize your software.