With the advancement of GIS technology over the last several years, and overall shifts in IT industry, the focus has been on web-based licensing. This means named user licensing (i.e. using username/password) is only method to provide access across the suite of ArcGIS web, mobile, and desktop apps.
Below are options and recommendation to help you deploy and manage ArcGIS at your institution, if you are a Departmental License customer.
BEST PRACTICES FOR MANAGING ARCGIS
- Access – there are two options:
- Implementing SAML logins/Single Sign On, by invitation only, for managing user-based licenses (could be beneficial for Medium or Large Departmental licenses).
- Advantages of SSO would be seamless access, and lesser likelihood of managing password resets/lost passwords/access issues. SAML logins will also ensure that when students graduate, they will no longer be able to access ArcGIS. Accounts will still have to be deleted manually, to free up space for the next class.
- Disadvantage is time spent upfront to setup for SAML logins.
- Manually creating arcgis-only user accounts.
- Disadvantage is that this must be repeated for every class/student/faculty who needs access to ArcGIS.
- Disadvantage is that passwords could be lost, and this would mean additional interaction to recover them/regain access.
- New Member Defaults - configure New Member Defaults to enable new users with needed licenses, set credit limitations, enable Esri Access for training courses and access to Esri Community.
- Licensing ArcGIS Pro in lab environments - if you are using ArcGIS Pro in lab environments, here is information on How do I license ArcGIS Pro in lab environments.
- Sharing of executables/installer files – if ArcGIS Pro or other executable/installer files are needed, best practices recommendations are in this blog.
- Delete users – follow the steps to delete members.
- Messaging for Students/Faculty whose accounts will be deleted or they will be leaving the university – check this blog for ideas on messaging for students/faculty whose named user account will be removed.
OPTIONS FOR OBTAINING ADDITIONAL NAMED USERS
Below are options for obtaining additional named user licenses, if needed, beyond the 5, 50 or 100 named user allocation (for Small, Medium and Large departmental licenses).
- Check to ensure your institution does not already have an Institution Agreement. If it does, you could leverage your institution’s main ArcGIS Online organization.
- Upgrade to a next level departmental license – i.e. if you have a Medium 50-user license, upgrade to a Large 100-user license.
- Purchase another departmental license – purchase an additional Small, Medium or Large license.
- Additional named users can be added to your existing ArcGIS Online organization.
- Upgrade to an Institution Agreement - provides a much larger named user base – this is the best option for serving many users who constantly change.
- Delete users (to free up space for next set of users).
- Caution: This could be a disadvantage for students as they cannot save/show their portfolio of projects.
Please contact highered@esri.com with any questions.
