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License Validation Quick Reference

Use the following decision table to identify your specific issue and jump to the appropriate section:

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Server User Count Discrepancy

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Problem

The license page reports a much higher server user count than the number of active Polarion license holders. For example, you have 50 Polarion ALM licenses but the Risksheet license page shows 203 server users.

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Cause

Risksheet counts all registered users on the Polarion server as server users, regardless of their Polarion license type. This includes:
  • Users with active ALM, QA, or ITAR licenses
  • Users with expired or deactivated Polarion licenses
  • Service accounts and integration users
  • Users who were once active but no longer use the system
This count is independent of how many Polarion licenses are assigned.

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Resolution

You have two options: Option A: Clean up inactive server users
  1. Navigate to Administration > User Management in Polarion
  2. Identify users who no longer need access to the system
  3. Remove or deactivate unused accounts
  4. Return to the Risksheet license page and verify the reduced server user count
Option B: Upgrade your Risksheet license If cleaning up users is not practical, upgrade to a license tier that accommodates your total server user count. Contact Nextedy sales for license tier options.
The SMB (Small and Medium Business) discount for Risksheet licenses requires staying within 50 server users. If your Polarion server exceeds 50 registered users, the SMB pricing tier is not available regardless of how many active Polarion licenses you hold.
diagram

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Named Users Show as Zero

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Problem

The Risksheet license page displays 0 configured named users, even though you have created the nextedy_risksheet_users group and added users to it.

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Cause

This can occur for several reasons:
  1. The user group name is misspelled (must be exactly nextedy_risksheet_users)
  2. Users were added by username instead of email address
  3. Polarion services have not been restarted since the group was created
  4. The group exists but contains no members

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Resolution

Step 1: Verify the group name in Administration > User Management > Groups. The group name must be exactly nextedy_risksheet_users (case-sensitive, with underscores). Step 2: Open the group and verify that user entries are present. Users should be identified by their Polarion user IDs. Step 3: Restart Polarion services:
Step 4: After restart, navigate to Administration > Nextedy Risksheet > License and verify that the named user count reflects the group membership.
After creating or modifying the nextedy_risksheet_users group, a Polarion service restart may be required for the license to recognize the named users. Simply revisiting the license page without a restart may not trigger the update.

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Reviewer License Message

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Problem

Users see the error message:
The Risksheet grid loads but all cells are non-editable. Save operations are blocked.

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Cause

This message appears when:
  • The user is not a member of the nextedy_risksheet_users group (they receive Connect/read-only access)
  • The reviewer property is set to true in the document’s sheet configuration
  • The license has expired or is in an invalid state

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Resolution

If the user should have edit access:
  1. Navigate to Administration > User Management > Groups
  2. Open the nextedy_risksheet_users group
  3. Add the user’s Polarion user ID to the group
  4. Restart Polarion services if the change is not immediately reflected
  5. Ask the user to refresh the Risksheet page
If the user is a reviewer: The message is expected behavior for reviewers. Users with the reviewer role can view data and participate in review workflows but cannot modify risk item data. If this is not the intended behavior, check the reviewer property in the sheet configuration:
Setting reviewer to false (or removing the property, as false is the default) restores standard editing capability for licensed users.

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Post-Upgrade License Alignment

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Problem

After upgrading Risksheet to version 25.11.0 or later, the license page shows 0 named users and all sheets are in read-only mode, even though the nextedy_risksheet_users group is correctly configured.

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Cause

Starting with version 25.11.0, when Powersheet is also installed on the server, the license system requires a nextedy_powersheet_users group for proper alignment. The old nextedy_risksheet_users group alone is no longer sufficient when Powersheet is present.

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Resolution

Step 1: Create a new Polarion user group named nextedy_powersheet_users Step 2: Add all users from the nextedy_risksheet_users group to the new nextedy_powersheet_users group Step 3: Restart Polarion services Step 4: Verify the license page now shows the correct named user count
Do not remove the nextedy_risksheet_users group when creating the nextedy_powersheet_users group. Both groups should exist and contain the same set of users. Removing the original group may cause additional license validation failures.

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Empty License Page

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Problem

The Risksheet License page in Polarion administration appears completely empty with no content, no fields, and no status information.

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Cause

The Polarion plugin cache directory ([POLARION_INSTALL]/data/workspace/.config) was not deleted after installing or updating Risksheet. This cached data prevents Polarion from loading the new administration pages.

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Resolution

Step 1: Stop the Polarion service Step 2: Delete the configuration cache directory:
Delete the entire .config directory, not just its contents. Step 3: Start the Polarion service Step 4: Navigate to Administration > Nextedy Risksheet > License and verify the page now loads with license information
The .config directory must be deleted every time you install or update Risksheet. This is not only a first-time installation step. Forgetting to delete the cache after an update will cause the Setup and License pages to display stale or empty content.

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License Not Recognizing Group Changes

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Problem

After adding users to the nextedy_risksheet_users group, the Risksheet license page still shows the old named user count. Users who were just added still see read-only access.

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Cause

License validation caches group membership data. Changes to user groups are not always immediately reflected without a service restart.

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Resolution

Step 1: Verify the group membership is correct in Administration > User Management > Groups Step 2: Restart Polarion services to force license revalidation Step 3: After restart, check the license page for updated counts Step 4: Ask affected users to clear their browser cache and reload the Risksheet page
Risksheet supports dynamic license revalidation. In most cases, license status changes (such as upgrading from evaluation to production, or adding a Powersheet license) are detected automatically without requiring a restart. However, changes to user group membership specifically may require a restart to take effect.

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Powersheet License Interaction

When Powersheet is installed alongside Risksheet, the licensing system manages both products through separate license managers. Key points to verify: When a valid Powersheet production license exists, Risksheet automatically unlocks additional features. This detection is automatic and requires no manual configuration. Evaluation or trial Powersheet licenses do not enable these enhancements.

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Verification

After resolving your license issue, you should now see:
  • The license page displaying the correct server user count and named user count
  • Licensed users able to edit cells and save changes in the Risksheet grid
  • The readonly indicator absent from the status bar for named users
  • Non-named users correctly receiving read-only (Connect) access

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See Also

Last modified on July 10, 2026