Table of Contents. User Guide. CUBES User Guide Table of Contents 1

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CUBES User Guide Table of Contents • 1

01 - Getting Started

Sign Up

1 . Once you have received the link to the CUBES website click on the ‘Sign up now’ link .

2. Fill in all the fields and click ‘Sign Up’. Be sure to use a mobile phone number with text messaging enabled as you will need this for the mutli-factor authentication . The password requirements are as follows:

- Minimum of eight characters . - At least one uppercase letter . - At least one lowercase letter .

- Optional special characters may be used: !@#$%^&*

Login and Multi-Factor Authentication

The first time you log in you will receive a code via text message to the phone number you input when you signed up . The code expires in 10 minutes of receipt . Once logged in, Admins will have the ability to either turn off the multi-factor authentication for all users or to change the frequency that the users must input the multi-factor authentication . This feature is located under Settings > Security .

Admins also have the ability to reset all users’ multi-factor authentication and force them to redo this step at any point for security reasons . See the ‘Settings’ section for more information .

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CUBES User Guide Adding Licenses • 3

02 - Adding Licenses

The first time you log in as a new user you will see the First Time User screen . On that screen you will have two options: 1 . Manually Add Licenses or 2 . Upload a Spreadsheet .

Upload a Spreadsheet

To upload a spreadsheet of license data, the data will need to follow specific formatting so that it can be input into the database . This can be done one of two ways .

Un-Formatted Spreadsheet

One option is if you would like us to format your spreadsheet for you, you can simply select the un-formatted option . Under the ‘Un-Formatted’

section, click on the Choose File button to select the excel spreadsheet on your computer and then click upload . Our team will then take your file and format it accordingly. This option typically takes 2 business days for the data to be completely formatted and to appear in your account .

Formatted Spreadsheet

If you would like to format the data yourself we have a template available that you can download . Simply click on the ‘download the spreadsheet template’ link and fill it out with your specific license data . Be sure that you select

‘Enable Macros’ when you open the template file in Microsoft Word.

Once you have filled out the spreadsheet, save it to your computer and then you can click on Choose File under the

‘Formatted’ spreadsheet option .

If for any reason you need to remove an uploaded spreadsheet click the Remove button, confirm that you want to delete that selected data and it will be removed .

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CUBES User Guide Adding Licenses • 4

02 - Adding Licenses

Manually Add a License

If you would like to manually add your licenses you will be presented with a form where you can manually input all of the variables for that particular license .

– Vendor – Product – Account – Invoice – PO

– Start Date – Term Length – End Date – Unit Cost – Quantity – Total

– Payment Method – Department – Type

– Comments

Once you have defined the variables you can click the ‘Save’ button and it will be added to your table of licenses .

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CUBES User Guide Account Settings • 5

03 - Account Settings

Admin settings

Admins have access to all settings available and also have the ability to define user settings. When a new account is set up it is automatically set as an Admin account . To adjust any of the Admin settings, just click on your name in the top right corner of the screen to expand the menu . Then click on settings - this will open a side bar menu with multiple options that you can adjust .

Organization

Under organization you can change the account’s company name, the primary contact name, the primary email address, phone number and time zone .

Security

Under security, as an admin, you toggle on and off the multi-factor authentication. You can also force a multi-factor authentication for the users .

Default Alerts

All account users will have a default alert set for a specific day of the week and time of the day . This default setting will be for all users under an organization but users will also be able to set their own individual alerts .

New User

By selecting this option in the menu you can add a new user under your organization’s account. You have the ability to define whether they are a user or whether they have admin level access. You also have the ability to check off the various departments they have access to. This will only show them licenses applicable to those selected departments .

User settings

As a user you have the ability to change your display name, your primary email address and your phone number. You can also reset your password and toggle on and off your alerts and reminders.

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CUBES User Guide Dashboard Page • 6

04 - Dashboard Page

There are 10 CUBES on your dashboard by default – four (4) are date based and six (6) are graph based .

Date Based CUBES

The 4 that display by default show the numbers of licenses that are past due, due this month, due next month and all in total along with their corresponding costs . By clicking the plus sign you can create a new date based CUBE that shows the number of licenses due in the day range you determine .

Graph Based CUBES

The 6 default graph based CUBES display your distribution of licenses by vendor, type, product, department, payment method and term length .

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CUBES User Guide Licenses Page • 7

05 - Licenses Page

The licenses page gives you a table view of all of your licenses that you are managing . The default view is by Vendor A-Z . All column headings can be clicked on to toggle the table view by that column and sorted either by A-Z or Z-A .

Statuses and Color Designations

The color boxes in the left column for each license is a status indicator for that license .

Green indicates that the license is within the active term, or between the start and end dates . Red indicates that the license is beyond the end date and is past due .

Orange indicates that the license is within the current active term – between the start and end dates – but that it has been renewed beyond the current end date .

The Yellow indicator is a subset to the Orange indicator and it represents the license renewal that will begin once the current end date has passed . Once the current end date has passed, the yellow icon license will turn to green to show that it is now within the active term . These license indicators will always display as linked to an Orange indicator no matter how you sort or filter since they are a subset of an Renewed license.

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05 - Licenses Page

License Information

To view a license’s full information, simply click anywhere on the row for that license . This will trigger the slide out menu that displays all of the license details . In this slide out panel you have the same action buttons that are available within the table .

Action Icons and Their Meanings

Attached to each license is a set of actions that can be performed based on the status of that license . Below are all of the actions, what they mean and when they can be used depending on what state the license is in .

Renew: You can renew a license when it is in either an ‘active’ or ‘expired’

status . Renewing a license while it is in its active term simply pushes the end date out beyond the current end date, chang- ing its status to orange, or ‘renewed’ .

Edit: Any license that is in an active, pending or expired status can be edited .

Clicking on the ‘edit’ action icon will allow you to update any of the information for the license . Updating the term length from 8 to 10 for instance will push the end date out by 2 months .

Clone: The Clone action will simply duplicate an existing active license . Once cloned, or duplicated, it will open the cloned license slide out menu . Just modify the information according to the new license you would like to save it as and click on the Save button . This will create a new record in your license table .

Document Upload: You also have the ability to upload documents to any license within your database. If you have a receipt for payment, for instance, or any additional supporting documentation that you would like to retain along with the license you can upload in this area. You can upload a pdf, jpg or png file.

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05 - Licenses Page

Alerts: This action button allows you to set an alert for that specific license. The slide out bar will provide you with the option to alert you a defined number of days prior to the expiration date at a specified time of day via email or text .

Deactivate: Lastly you will also have the option to deactivate a license. Once you confirm deactivation the license will remain in the list for 24 hours . After the 24 hours it will be removed from the list . It will not be lost, however, and you can always reactivate it if you need to . Clicking on the ‘View Deactivated Licenses’ link to the left of the Filter icon will show all of those licenses in the table . Simply navigate to the license you would like to re-activate and click on that icon .

Filtering Licenses

You have the ability to filter your table of licenses by clicking on the ‘filter’ icon above the list of licenses. When you click on that icon a slide out menu will display with the options that you can filter your list by .

The filter options include filtering by Vendor, Product, Expiration date or date range, Department, Type or total Cost .

Table of Contents. User Guide. CUBES User Guide Table of Contents 1