The Sugar Connect section of the Administration page allows you to connect to various SugarCRM online resources such as License Management, SugarCRM Support, Sugar Updates, and Online Documentation. This documentation covers how to manage your Sugar license, check for Sugar updates, as well as access Sugar's support and online documentation.
The License Management page allows administrators to edit and revalidate their Sugar license as well as view information such as the download key, expiration date, number of users, etc. Sugar is purchased with a set number of user seats for each Sugar product (e.g. Sugar Professional, Enterprise, Sell, and Serve). Sugar users, including administrators, are then assigned to one or more products via the License Type field on each's user record. If an instance has more active regular and administrator users than have been purchased for each license type, regular users will not be able to log in. Admin users will be able to log in but will be redirected to the Users module in order to correct the issue. Once enough users have been deactivated or additional seats have been purchased, regular users will be able to log in again. For more information, refer to the Understanding User Types, License Types, and Sugar Licenses article. SugarCloud customers can monitor the number of users counting against their license via the SugarCloud Insights page.
The download key is a 32 digit alphanumeric key that is unique to your Sugar account. The number of user licenses your organization purchased, as well as the subscription expiration date is tied to your download key. Upon purchasing Sugar, you will receive a Welcome email containing your download key information which will need to be entered during installation of the Sugar application. Once the download key is entered in the system, the corresponding information such as the expiration date, number of users, number of offline client licenses, and number of concurrent self-service portal users will automatically populate and be displayed in Admin > License Management.
Editing the License Key
Although rare, there may be times when system administrators will need to edit their license key via Admin > License Management. For example, some product changes (e.g. Professional to Enterprise) may result in a new license key being provided by SugarCRM. You will need to update the License Management page with the new license key to associate your account with the new Sugar product.
The fields in the License Management panel are as follows:
- Download Key : The download key associated with your Sugar subscription.
- Expiration Date : The date your Sugar license expires.
- Number of Users : The number of users allowed to access Sugar based on the number of purchased licenses.
- Number of Offline Client Licenses : The number of offline clients associated with your license key.
- Number of Concurrent Self-Service Portal Users : The number of self-service portal users associated with your license key.
The following steps cover editing the license key for your account when changing Sugar products as an example:
- Navigate to Admin > License Management.
- Click the Edit button and enter the download key associated with your new Sugar product.
- Once the download key is entered, click "Save".
- The expiration date, number of users, etc. will automatically be updated based on the new download key.
Please note that when you save the new license key information, the system automatically checks it against the information in the SugarCRM database to make sure it is valid.
The License Validation panel of the License Management page allows administrators to re-validate their license as necessary. Sugar automatically re-validates your license once every 90 days as long as a system administrator logs into Sugar within the 90 day period. However, if your system fails to communicate with the License Validation server through the internet or you are behind a firewall, you will have to re-validate the license via Admin > License Management. If the re-validation is successful, the Status field in the License Validation panel will display the timestamp of the successful validation. The validation key expiration date will be 90 days from the date of the last successful validation date.
Typically, Sugar licenses are purchased for a one year period (e.g. 01/03/2013 to 01/03/2014). Please note that you will be notified of your upcoming subscription renewal via email or call and a notification will appear in the Sugar cube on the upper left of your Sugar account regarding your license expiration. If the subscription is renewed past the expiration date, then administrators must re-validate their license via Admin > License Management in order to update the account with the new subscription. If the administrator does not re-validate the license, regular users will be prohibited from logging into Sugar until the license is successfully validated by the administrator.
Re-validating the License
Although Sugar automatically re-validates your license once every 90 days, there may be special circumstances where administrators must re-validate the license via License Management. For example, if you renew your subscription after the expiration date or if you purchase additional users or license types mid-term, you will have to re-validate the license via Admin > License Management in order to update your Sugar account with the new subscription.
The fields in the License Validation panel are as follows:
- Validation Key : System generated validation key associated with your Sugar subscription.
- Validation Key Expiration : The date the validation key expires. The expiration date is typically 90 days from the last successful validation date.
- Status : The status displaying the timestamp of the last failed or successful validation.
Use the following steps to re-validate the license in Sugar:
- Navigate to Admin > License Management.
- Click the Re-validate button.
The system will communicate with the License Validation server to validate your license based on your Sugar subscription. If the re-validation is successful, then the status will reflect the date and time of the successful validation. If the system fails to connect successfully with the License Validation server and you cannot re-validate your license, use the Manual Validation option at the bottom of the License Validation panel.
If your system fails to communicate successfully with the License Validation server through the internet, you have the option to perform a manual validation via Admin > License Management.
Use the following steps to perform a manual validation in Sugar:
- Navigate to Admin > License Management.
- Click the Manual Validation link located at the bottom of the License Validation panel.
- Click the Export Download Key button to export the sugarkey.lic file. Select "Save to Disk" in the pop-up window to save the file to your local machine then click "OK".
- Go to http://updates.sugarcrm.com/license and submit the sugarkey.lic file for validation.
- If the validation is successful, the validation key file (sugarvalidationkey.lic) will be generated, and the system will prompt you to save the file.
- Log back into your instance and navigate to the Manual Validation page (Admin > License Management > Manual Validation).
- On Step 3, choose the sugarvalidationkey.lic file on your local machine and click "Import".
Once the validation key is imported successfully, you have completed the manual validation process. Sugar will update the validation status along with the Validation Key Expiration date for the license key.
The Sugar Updates page allows administrators to check for the latest available Sugar versions. By default, Sugar automatically checks for updates on a periodic basis to see if any version updates are available for your instance. If a new version update is available, the Sugar Updates link in the Administration page will appear red and display the latest Sugar version next to it. Administrators can uncheck the automatic updates option in the Sugar Updates page if they do not wish to have the system automatically check for updated version releases.
Use the following steps to perform a manual check for Sugar updates:
- Navigate to Admin > Sugar Updates in the Sugar Connect panel of the Admin page.
- Click the Check Now button to see if a new update of Sugar is available.
If there is an available version update, a message will appear below the Check Now button with the latest version along with a message to visit support.sugarcrm.com to retrieve and download the latest version. Please note that clients hosted on Sugar's cloud service are normally upgraded by the SugarCRM team on a predetermined schedule as releases are made available. On-Site clients will need to perform the upgrade themselves as Sugar is hosted on their servers. If the system detects that you have the latest version of Sugar, then the message will inform you that you have the latest version available.
Administrators can easily access the documentation for their current Sugar product and version via Admin > Online Documentation.
A new window will open directing you to the appropriate Administration Guide, which provides information about configuring and administering your Sugar instance. You can view specific sections of the Administration Guide by selecting the various topic links (e.g. Users, System, Email) on the main page or from the Administration Guide tree menu to the left. You can also access the relevant Application Guide which provides information about the functionality available to end users. Simply click the down arrow at the top of the left tree menu and select the Application Guide link. To learn more about a specific module in Sugar, select the appropriate topic link (e.g. Accounts, Contacts) on the main Application Guide page or from the menu on the left.
Please note that all users can view the online documentation as well by clicking the Help link in Sugar's footer from the home page or a Sidecar module's list view/record view. This will open the help pane which includes a link to the module's corresponding documentation. In addition, they can click the Documentation & Support link to open the SugarCRM Support page where they can access the available documentation, knowledge base articles, case portal, etc.
The Application and Administration Guides provide end-users and administrators with an in-depth look at configuring, customizing, and utilizing Sugar, as well as the various options available in the application. The Installation and Upgrade Guide provides users with the necessary instructions to properly install or upgrade their on-site Sugar instance. The Supported Platforms page covers the supported components that are necessary to run the Sugar application. The Developer Guides provide developers with advanced information on configuring and customizing Sugar to best meet their organization's needs. The release notes cover feature enhancements, fixed issues, etc. that are included in the specific version release. Additional guides include instructions for using mobile applications, plug-ins for Microsoft Office, etc.
Last modified: 2020-10-21 15:46:01