Understanding licenses in Document Automation

This topic describes Document Automation device licenses and associated permissions.

To obtain specific Document Automation licenses, contact your sales representative or Customer Success Manager.
Important: From v.34 release, we have implemented enhanced tracking for the following licenses to ensure fair usage. After the license is consumed or expired, extraction will fail with the following error: License expired or not available. Obtain the necessary license.
  • Google Document AI for Document Automation
  • Document Automation
  • Standard Forms for Document Automation
  • Document Workspace
  • Document Classifier
Note:
  • Document Automation leverages Cloud licenses and any On-Premises deployment will require connectivity to Automation Anywhere license server. For details on the URLs to be added to trusted list including license server, see Add service URLs to trusted list for On-Premises. Additionally, On-Premises deployments can connect to internet via proxy. For more details, see Configure forward proxy settings.
  • Document Workspace license is available to customers from Automation 360 v.28 onwards.
  • If you are leveraging BYOK (bring your own key), we recommend that you update to Document Automation v.28 or later.
  • You can track the license consumption for learning instances imported in Document Automation from IQ Bot using IQ Bot to Document Automation Bridge package on account of Document Automation (number of pages a year) instead of IQ Bot pages (number of pages a year). For more information, see IQ Bot - DA Bridge package.

The following table describes the different licenses for the Document Automation platform and Document Automation Classifier:

Licenses Descriptions
Intelligent Document Processing
IQ Bot pages (Up to X number of pages a year) Process documents in Document Automation via Automation 360 IQ Bot learning instances by using the Connect learning instance capability. This capability will only count pages that have been processed against the consumption.
Note: For more consumption details for Automation 360 IQ Bot, see Review the dashboard.
Google Document AI for Document Automation (Up to X number of documents a year) Process invoices, utility bills, or expense receipts using the Google Document AI engine. For example, 10 pages = 1 document
Document Automation (Up to X number of pages a year) Process documents using Automation Anywhere pre-trained models (invoice, arrival notice, bill of lading, packing list, and waybill), including the User-defined document type for semi-structured and unstructured documents.
Standard Forms for Document Automation (Up to X number of pages a year) Process documents using the Standard Forms engine in Document Automation for fixed/structured forms.
Note: After the Standard Forms for Document Automation license is consumed or expired, you will not be able to create models on the learning instances page as the Create Model button will not be available.
Document Workspace (Number of pages) Process documents using own license (BYOK set-up) for Google Document AI, Standard Forms, or Google Custom Document Extractor (CDE).
Document Automation Document Classifier
Document Classifier (Up to X number of pages a year) Classify documents and pages, leveraging the Document Classifier package.
Classify documents and pages, leveraging the Document Classifier package and tracks consumption on the license administration page for processed documents (number of pages) in the Document Classifier package.
  • For a document of 30 pages, the Classify action decrements it by 30 pages.
  • For a document of 30 pages, the Classify documents action decrements it by 1 document.
  • The Train Classifier action does not consume any pages.
Note: This consumption of processed documents (number of pages) in the Document Classifier package is available from Document Automation v.30 onwards.
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Advanced Classifier Classify documents and pages, leveraging the Advanced Classifier package.

Monitor license consumption and availability

The Manage > Licenses page displays the number of product licenses purchased, used, and remaining for each product for the current license period. If your device is connected to the Internet, your Control Room instance receives updated counts every hour.

You will receive notifications for your license consumption when the following criteria are met:

  • When 80% of your licenses are consumed
  • When 90% of your licenses are consumed
  • When 95% of your licenses are consumed
  • When 99% of your licenses are consumed
  • When 100% of your licenses are consumed
    Note: When your license consumption reaches 100%, notifications are sent every week until you purchase additional licenses.

You will receive notifications depending on the type of events that you have enabled. For more information, see Enable or disable event categories.

The following table describes how licenses are consumed based on different document types:

Type Provider Related Learning Instance Is BYOK applicable? License entity consumption
Contract, Health Insurance, Invoices, Purchase Orders, Other, and so on. User-Trained

Document Automation > IQ Bot Connected Learning Instances


Sample license for user-trained type provider
 No IQ Bot (Number of pages)
Note: You can track IQ Bot consumption by leveraging the IQ Bot Dashboard. This license is consumed only for Document Automation > IQ Bot Connected Learning Instances.
Invoices Automation Anywhere (Pre-trained)
Sample learning instance for Automation Anywhere pre-trained type provider
 No Document Automation 360 Extraction (Number of pages)
Invoices Google Document AI
Sample learning instance for Google Document AI type provider
 Yes Google Document AI (Number of documents)
Note: If using BYOK, the applicable license entity is Document Workspace (Number of pages).

Receipts

Google Document AI


Sample learning instance for Google Document AI type provider for Reciepts type
 Yes Google Document AI (Number of documents)
Note: If using BYOK, the applicable license entity is Document Workspace (Number of pages).
Standard Forms Microsoft Forms Recognizer
Sample learning instance for Microsoft Form Recognizer type provider
 Yes Document Automation Standard Forms (Number of pages)
Note: If using BYOK, the applicable license entity is Document Workspace (Number of pages).
User-defined Automation Anywhere (User-defined)
Sample learning instance for Automation Anywhere user-defined type provider
 No Document Automation 360 Extraction (Number of pages)
User-defined Google Document AI (User-defined) Sample learning instance for Google Document AI (User-defined) provider Yes The applicable license entity is Document Workspace (Number of pages).
Note: You must configure BYOK for Google CDE to use this license. See Configure bring your own key BYOK for Google CDE.
Utility Bill Google Document AI
Sample learning instance for Google Document AI type provider
 Yes

Google Document AI (Number of documents)

Note: If using BYOK, the applicable license entity is Document Workspace (Number of pages).
Type Related package Is BYOK applicable? License entity consumed
All document types
Sample Document Classifier related package and actions
 No Classifier (Number of pages)
Note:
  • If you have an invalid license, the following error message is displayed:

    License expired or not available. Obtain the necessary license.

  • The BYOK (bring your own key) refers to using your own license key for third party providers.
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