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Entitlements administration

In Admin, the Entitlements tab allows administrative users to track their Tenovos system against contractual entitlements in real-time. Notifications keep you informed of your entitlement status, and quick links allow you to easily manage storage and user entitlements.

Users who are assigned a role with both the "User Management" and "Purge" role privileges can access the Entitlements tab to view high-level metrics including:

  • Your current Total Storage Space used and Total Enabled Users.
  • A six month history of your storage usage and enabled users count.
  • A six month projected forecast of your storage space and enabled user requirements.
  • Your Subscription Period beginning and ending dates.

Manage storage usage​

In Admin > Entitlements, the Total Storage Space details include the space used by asset Originals, Renditions, and Migrations, and the available Unused storage space. If the sum of the used storage space exceeds the total storage entitlement, you must purge assets from the Recycle Bin, or purchase additional storage before you can add content into the system.

The Content Storage Analysis chart presents a six month history of storage space usage and a six month projected forecast of your future storage space requirements. This information helps you estimate when you will need to increase your storage usage entitlement.

NOTE: Tenovos will not interrupt an upload that pushes total storage over your set entitlement, but will enforce the entitlement following the completion of the upload.

When your Total Storage entitlement is met or exceeded, users will still be able to:

  • Upload story board banners
  • Upload branding files

When your Total Storage entitlement is met or exceeded, users will not be able to:

  • Upload content, including via drag-and-drop and Bulk Operations.
  • Save Getty assets to the Content gallery.
  • Create or promote a version.
  • Replace the asset preview.

Manage enabled users​

In Admin > Entitlements, the Total Enabled Users details include the number of enabled users and your user count entitlement. When you meet that count, you must disable users so you can add or enable users, or contact Tenovos Customer Success to increase your user count entitlement.

The User Account Analysis chart presents a six month history of Actual Users and a six month count of your Predicted Users. This information helps you estimate when you will need to increase your Enabled Users entitlement.

When your Enabled Users entitlement has been met, users will not be able to:

  • Create new users.
  • Enable "Disabled" or "Pending" users.

NOTE: When enabling users, you can only enable up to your set user entitlement. You will not be able to exceed your user entitlement. For example, if your entitlement is 150 users and you are at 149, if you attempt to select 2 disabled users to enable them, you will not be able to select the second user.

Entitlement notifications​

In Admin > Entitlements, a notification banner informs administrative users when your Tenovos system has met its storage or enabled entitlements. Clicking the banner's X collapses the message so that you can view the Entitlements page content. When you reach your enabled user or storage entitlement, you must purge assets or disable existing uers, or contact Tenovos Customer Success to increase your entitlements.

To assist with user and storage management, specified users receive notification emails when Tenovos reaches 70%, 80%, 90%, and 100% of your entitlement.

  • The user entitlement email includes your user count entitlement, your total enabled users, and the total users remaining in your entitlement.
  • The storage entitlement email includes your storage entitlement, the amount of storage you are currently using, and how much storage is available to use.

When user or storage entitlement reaches 100%, administrative users receive another notification email stating that you have reached your entitlement. You must disable existing users, purge assets, or contact Tenovos Customer Success to add to your entitlements.