The role of the OpenLM Workstation Agent

The OpenLM Workstation Agent is installed on end-user machines to help you monitor and optimize software license usage. It provides real-time, endpoint-level visibility into how, when, and if licensed software is used—beyond what license servers report.

This guide describes how the agent helps you:

• Detect and reclaim idle licenses.
• Enforce advanced administrative policies.
• Empower users with transparency and control.

Idle licenses

Licenses are often checked out but not actively used. For example, a user might open AutoCAD and walk away, leaving the license occupied. This behavior causes:

• Blocked access: Other users are denied entry to the software.
• False demand: High checkout rates lead to over-purchasing.
• Wasted budget: Idle licenses consume resources without delivering value.

Monitoring idle time and reclaim unused licenses

Tracking idle time

Idle time is when a licensed application is open but not actively used (no keyboard or mouse input to that app). The Workstation Agent tracks idle time and sends it to OpenLM.

When a session exceeds the idle time threshold, OpenLM marks it as idle and displays:

• All running software sessions.
• Idle time for each application.
• A session timeline showing activity and inactivity.

Automatically reclaim idle licenses

License harvesting reclaims licenses from idle sessions and returns them to the pool for other users.

Choose a harvesting method

OpenLM supports several harvesting strategies, depending on the application and license type:

• Save & Close: Saves the user’s work and closes the app. Requires an OpenLM extension. Common for:

  • ArcGIS / ArcGIS Pro
  • AutoCAD
  • SOLIDWORKS
  • MATLAB
  • CATIA

• Suspend & Resume: Suspends the app (ideal for FlexLM). Users resume it from their Personal Dashboard.

• Kill: Force-closes the app without saving. Use only when other options aren’t available.

Control sessions, define policies

Use the Process Manager to define monitoring rules

The Process Manager lets you configure how the agent handles each application.

Set up a process

In the Process tab:

• Name: Enter the exact executable name (case-sensitive).
• License server toggle:
  • On: Links the process to a license feature.
  • Off: For standalone apps.

Define idle behavior

In the License Release tab:

• Release method: Choose Save & Close, Suspend & Resume, custom Procedure, or None.
• Release conditions: Set idle thresholds (e.g., 60 minutes) or only release when usage hits a certain level (e.g., 90%).
• Advanced detection: Refine based on CPU, I/O, or activity levels.
• Agent procedures: Define custom actions (e.g., Agent Kill, Agent Save&Close).

Enforce shadow license policies

Use the Shadow Licenses tab to manage applications without a license manager.

Define consumption rules

• Policy type:
  • Process: One license per running instance.
  • Workstation: One license per machine.
  • User at Workstation: One license per user/machine combo.
• Named user restriction: Prevent the same user from using the app on multiple machines.
• Concurrency and version control: Block multiple versions or limit concurrent use.

Define release rules

• Release delay: Set a grace period (e.g., 10 minutes).
• Bucket duration:
  • DAY: License is released at midnight.
  • HOUR: Released at the top of the hour.
  • NONE: Released immediately after the delay.

Review the Process Sessions report

The Process Sessions report captures what happened on the user's machine—beyond license checkouts.

Data includes:

• Process name, user, host
• Session start and end time
• Total idle time
• Shutdown reason (e.g., closed by user or agent)

note

To see idle time for a past session, use the Process Sessions report, not the license server data.

Use the Personal Dashboard to support self-service

The Personal Dashboard helps users understand and manage their license usage.

Key features:

• License availability: View real-time status and see who holds each license.
• Recently closed: Shows apps closed by OpenLM with a Resume button to reopen them.
• Projects: Attribute usage to a specific project for reporting.
• Live feed: Displays diagnostic logs from the local agent.