License Migration Process: Transitioning from Read-Only to Regular Users in Prolaborate

Overview

As part of our commitment to enhancing product quality and strengthening security, we have decided to retire read-only licensing in Prolaborate. 

If your organization is transitioning users from Read-Only to Regular user types in Prolaborate, it’s important to follow the correct steps based on license availability and user type (individual, AD, or SSO). This guide provides a structured overview to ensure a smooth and efficient migration process.

Scenario 1: Sufficient License Count Available

If you have a sufficient license count, follow these steps. 

Change License Type at Group Level

• Log in to Prolaborate as an Admin. 

• Navigate to Access Control Profile.

• Create a new Access Control Profile identical to the existing read-only Access Control Profile.

• Map relevant User Groups and Repositories in the new profile.

• Replace the existing read-only Access Control Profile with the newly configured Access Control Profile in SAML Single Sign-On and Active Directory configuration.
• For SSO users, based on JIT (Just-in-Time) provisioning: 
  • If JIT is enabled, the user type will be updated automatically upon login.
  • If JIT is disabled, an administrator must manually update user types for existing users. For new users, regular access will be assigned upon login. 

Change License Type for Individual Users

• Log in to Prolaborate as an Admin. 

• Navigate to User and License Management. 

• Click Edit next to the user you wish to update. 

• Click Save to change the user to regular. 

Scenario 2: License Count Not Available

In this case, you can still prepare and preserve user access by reconfiguring groups and profiles.

For Individual Users

• Follow the same steps listed under individual changes above.

• Users’ existing access permissions will be retained automatically.

If users belong to Read-Only Groups, take the following additional steps to retain their access:

• Create new user groups in each relevant repository.

• Assign the same access permissions as their original Read-Only group.

• Add the users to these new groups.

• All users will now retain access with their updated user type.

For SSO, Active Directory Group Users using Access Control Profile

• Create new user group(s) in the applicable repositories. 

• Assign access permissions identical to the original Read-Only groups. 

• Create a new Access Control Profile (ACP) matching the existing Read-Only ACP. 
  • Map the newly created user groups and repositories in the new ACP. 

• In your SAML SSO or Active Directory configuration, replace the existing Read-Only ACP with the new Regular ACP.
• For SSO users, based on JIT (Just-in-Time) provisioning:
  • If JIT is enabled, the user type will be updated automatically upon login.
  • If JIT is disabled, an administrator must manually update user types for existing users. For new users, regular access will be assigned upon login.

Note:

• Users cannot log in to Prolaborate if the user type is not converted.

Troubleshooting

SSO Login Fails for New Users After License Change in Prolaborate

After transitioning from a read-only license to a full license in Prolaborate, new users are unable to log in via Single Sign-On (SSO). They receive the error “Login Failed. Read-only License not included. Kindly upgrade your license count and try again.”

Possible Reason:

This issue appears to be caused by Access Control Profiles (ACP) that were originally created under the old read-only license. Even after upgrading the license, these ACPs may still be treated as read-only in the backend. As a result, new users mapped to these profiles are blocked from accessing the system.

Solution:

1. Create a new user group in Prolaborate and add users who require access.
2. Set up a new Access Control Profile and map the newly created group to this profile.
3. Update the SSO configuration to reference the new Access Control Profile.
4. Verify that newly added users can log in via SSO successfully.