Licensing System

When you purchase R.O. Writer, you obtain a license number that is unique to your shop. The license number includes the modules, features, and functionality you purchased.

The R.O. Writer License System is a small application inside R.O. Writer Client that enables you to manage your license.

License Number and File

Each machine must have an authorized license number to activate R.O. Writer. Each machine has its own license number that is valid for a specific amount of time.

The license number determines which modules, catalogs, and functionality are available in R.O. Writer.

The license number in the following locations must match: 

• The license number registered with R.O. Writer.
• The license number in the license file stored on the local machine.

NOTE: If the hardware in a machine changes, such as a new hard drive, R.O. Writer may cease to function. If you change machines and re-install R.O. Writer, you need to obtain a new license code.

License File

When you activate your license for the first time during R.O. Writer Client installation, you download the license file with your license number to that machine. This file is named ROWL.xml and it contains the license number on the local machine.

Each machine that uses R.O. Writer Client must have a ROWL.xml file with the correct and active license number in it.

• If the license file does not contain the correct license number, the R.O. Writer windows are blank when you launch R.O. Writer.
• If the license file does have the correct license number but the code has expired, you need to
  • Contact the R.O. Writer Support to begin the process of updating your license number in the R.O. Writer License Server.
  • Refresh the license file on each machine.

Accessing the R.O. Writer License System

To access the license system, click Help menu > Licensing System on the main window.

The R.O. Writer License System window opens.

For more information about each button, click one of the following links:

• Activating or Re-Activating Your License

• Checking Your License Details

• Refreshing Your License

• Deactivating Your License

License System Window Status Section

Located in the center of the window, this section displays the status of the current, active license. Check this section for the results whenever you activate, de-activate, or re-activate a license.

Activating or Re-Activating Your License

The name of the button at the top of the License System window changes depending on the status of your license activation:

• The Activate Application button appears if the current license hasn't been activated.

• The Re-Activate Application button appears if the current license has been activated.

When you activate your license, R.O. Writer accesses the Licensing Server to obtain the license file (ROWL.xml) that contains the license number for your shop.

NOTE: You can install R.O. Writer on as many machines as you want, but you can activate the license only on the number of machines included in your license number.

To Activate Your License Online

During online activation, the license file downloads directly to the folder location required by R.O. Writer.

You must have an active connection to the internet to activate online because this program communicates directly to R.O. Writer's Licensing Server.

Complete these steps:

1. On the License System window, click the Active Application or Re-activate Application button.
2. Click the Activate Online button. The online activation window opens.

3. Enter your and the Installation Passcode.
   • You obtain these values from R.O. Writer Support.
   • The Installation Passcode is valid ONLY for the day it was generated.
4. Click the Activate Online button. The activation request window opens.
   The License Number and Application Version are entered for you.

5. Select an Activation Reason in the dropdown list.
6. Select your product in the Product dropdown list.
7. If you want to, enter your Name, Company, and Email Address.
8. Click the Submit Activation Request button. The activation request is processed.
9. When successfully activated, the license system window appears again with "License is valid" in the Status box.

10. Click the Close button to exit.

Checking Your License Details

Many aspects of R.O. Writer are licensed. If the module, functionality, integration, or other licensed feature of R.O. Writer is not included in your license number, you will not see the feature in R.O. Writer.

To Access Your License Details

Complete these steps:

1. On the R.O. Writer main window, click Help menu > Licensing System. The R.O. Writer License System window opens.
2. Click the Display License Details button. The R.O. Writer License System window opens.
3. The Licensed Options section shows all licensed features included in your license.

If you do not see the functionality you need, please contact the R.O. Writer Sales team to update your license.

Refreshing Your License

Many aspects of R.O. Writer are licensed. If the module, functionality, integration, or other licensed feature of R.O. Writer is not included in your license number, you will not see the feature in R.O. Writer.

If new functionality was added to your license, you need to refresh your license in R.O. Writer to enable that new functionality.

To Refresh Your License

The license needs to be refreshed on each workstation.

Complete these steps:

1. On the R.O. Writer main window, click Help menu > License System. The R.O. Writer License System window opens.
2. Click the Refresh License from Server button.
3. R.O. Writer calls and checks the R.O. Writer license server, then passes your credentials to that system automatically.
   • If the new feature or functionality needs to be installed, the installation program launches.
   • You may see a brief flash of a program running in the background.
4. Close and reopen R.O. Writer.
5. Check your license details to verify that the new feature or function is in the Licensed Options section.

Deactivating Your License

If a machine running R.O. Writer needs to be replaced with a new machine, you need to deactivate the license on the old machine first, before activating the license on the new machine.

NOTE: If the machine that needs to be deactivated is no longer running, contact the Support team.

To Deactivate Your License

Deactivating a license

• Removes the license file from the existing machine.
• Sends a message to the R.O. Writer license server that changes the status of the license to inactive.

Complete these steps:

1. Access the license system.
2. Click the Deactivate this License button.
3. Select a deactivation Reason in the dropdown list.

4. Enter Comments if applicable.
5. Click the Deactivate button.
6. Click OK on the confirmation prompt.

If a License Number Expires

It is not common; however, some codes have an expiration date.

If your license number is about to expire, prompts start appearing when you launch R.O. Writer seven days before the expiration date. The prompt shows the expiration date and appears every day until the license is refreshed or the license expires.

If you click Yes, R.O. Writer reaches out to the R.O. Writer licensing server to refresh the license file with the active license number.

• If the number was extended, the license file is refreshed and will remain active.
• If the number remains expired, the license file is not updated, and R.O. Writer will continue to prompt you with the expiration date when you launch R.O. Writer.

After your license has expired, you receive the following prompt when you launch R.O. Writer:

If the number is not updated, you cannot use the main module of R.O. Writer. You can open the Configuration module and R.O. Tray to refresh the license from the server.

Licensing - Frequently Asked Questions

Scroll down until you see your question

How can a license be modified?

If your licensing details (e.g., shop address, additional features, new functionality, etc.) change, contact the R.O. Writer Sales department. They will update your license in the R.O. Writer licensing server.

After your license has been updated, you need to refresh the license file on each client machine to access the new features and functionality included in the license.

Can a license be transferred to a different machine?

You can install R.O. Writer on as many machines as you want, but you can only activate the license on as many machines as the number of licenses you own.

A license file cannot be copied and pasted between machines. You must deactivate the license on the first machine and then activate the license on the second machine.

How can a license be transferred to a different machine if the original machine is not available (i.e., because of a system crash)?

If the original machine is not available, you need to call the Support team to deactivate the license on that machine.

How is licensing handled for existing customers?

The license file is created during the license activation step of the R.O. Writer Client installation program. A utility program runs that will attempt to convert any existing time-based license to the new format.