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Licensing & Feature Access — FAQs and troubleshooting

Use this page for questions and troubleshooting related to managing Yarken platform licenses, understanding licensed modules, uploading license files, monitoring license expiration, and resolving feature access issues.

Understanding Yarken licensing

Q: What does the Yarken license control?

A: The Yarken license controls which platform modules and capabilities are available in your environment.

Q: Where can I view my current license details?

A: Navigate to Admin → Settings → Licensing. The Licensing page displays:

  • License expiration date — when the current license expires

  • Available Features — all modules and capabilities enabled under the active license

  • Upgrade License — the upload area for applying a new license file

Only users with the Admin role can access the Licensing page.

Licensed modules and capabilities

Q: What modules can be licensed in Yarken?

A: Depending on your subscription, available modules may include:

Module

Description

Cost Transparency

IT spend visibility and cost structure analysis

Vendor Insights

Vendor management, analysis, and supplier cost visibility

Contract Value Management

Contract tracking and contract-level cost visibility

IT Planning

Budgeting, forecasting, and strategic planning workflows

Forecast

Operational forecasting and spend planning

Workforce Planning

Headcount planning with auto-generated financial budgets

Cloud TCO

Cloud cost analysis and total cost of ownership

Application TCO

Application-level cost analysis and operational visibility

Mobile

Mobile consumption and usage visibility

Showback

Departmental visibility into operational and IT costs

Chargeback

Cost allocation and chargeback management across consumers and services

Custom Dashboards

Creation of customized dashboards and reporting experiences

Yarken Intelligence

AI-assisted workflows including Ask Yarken and Copilot

Q: Are Copilots included with Ask Yarken or separately licensed?

A: Copilots are part of the Yarken Intelligence license entitlement and are available when Ask Yarken is licensed and enabled.

License management

Q: How do I upload or upgrade a license?

A: To apply a new or updated license:

  1. Navigate to Admin → Settings → Licensing

  2. In the Upgrade License section, drag and drop the license file or click to select it manually

  3. The file must be in .lic format

  4. Click Upgrade to apply the license

After successful application:

  • Feature availability updates automatically

  • New modules appear under Available Features

  • The license expiration date is updated

Only Admin users can upload licenses.

Q: What file format is required for the license?

A: Yarken accepts only .lic files. Other file formats (.txt, .key, .xml, .json, etc.) are not supported and will be rejected during upload. If you received a license file in a different format, contact your Yarken account representative or support@yarken.com for the correct file.

Q: Can I store or back up the license file?

A: Yes. Keep a secure backup of your .lic file in a controlled location (e.g., secure file share, vault, or document management system). If the license needs to be reapplied — for example, after a platform migration or environment refresh — having the file available avoids delays.

License expiration and renewal

Q: How do I check when my license expires?

A: Navigate to Admin → Settings → Licensing. The license expiration date is displayed on the Licensing page.

Q: Does Yarken warn me before the license expires?

A: Yes. Yarken displays a license expiration warning 30 days before the license end date.

Q: What happens when a license expires?

A: When the license expires, access to the platform is restricted. Users cannot access dashboards, analytics, planning, chargeback, or any licensed functionality. The only area that remains accessible is the license upload screen, allowing an administrator to apply a renewed license file and restore access.

Q: Can I renew my license without downtime?

A: Yes. If the renewed license file is uploaded before the current license expires, there is no downtime or service interruption. The new license takes effect immediately upon successful upload, extending the expiration date and maintaining all enabled features.

Q: How do I request a license renewal or upgrade?

A: Contact your Yarken account representative or email support@yarken.com.

Feature access after licensing

Q: A user can see the menu for a module but cannot access the data inside it. Is this a licensing issue?

A: Probably not. If the menu is visible, the module is licensed and the user's role permits access. The issue is likely related to data access controls.

Troubleshooting licensing & feature access issues

License upload fails — file rejected or error during upload

Cause: The license file is not in the correct format, is corrupted, or the subscription is no longer active.

Resolution:

  1. Verify the file is in .lic format — no other formats are accepted

  2. Confirm the file has not been modified, renamed (extension changed), or corrupted during transfer

  3. Verify the subscription is active with your Yarken account representative

  4. Ensure you are signed in with an Admin role — non-admin users cannot access the Licensing page

  5. Retry the upload using drag-and-drop or manual file selection

  6. If the issue persists, contact support@yarken.com with the license file for validation

Features missing after license upgrade — new modules not appearing

Cause: The browser is serving a cached version of the application, or the license was not applied successfully.

Resolution:

  1. Clear browser cache and reload the application

  2. If Yarken displays a Reload prompt, accept it to load the latest version

  3. Navigate to Admin → Settings → Licensing and verify the expiration date has updated

  4. Check Available Features to confirm the new modules are listed

  5. For AI features (Ask Yarken, Copilots), verify the corresponding AI settings are enabled in Admin → Settings → AI

  6. If the modules are listed but a specific user cannot access them, verify the user's role grants access to the module

  7. If the modules are not listed despite uploading a new license, contact support@yarken.com — the license file may not include the expected entitlements

Platform inaccessible — "License expired" or restricted access screen

Cause: The Yarken license has passed its expiration date, restricting access to all functionality except the license upload screen.

Resolution:

  1. Sign in with an Admin account — the license upload screen remains accessible even after expiration

  2. Upload the renewed .lic file using the Upgrade License section

  3. Click Upgrade to apply the license

  4. After successful application, verify the new expiration date and Available Features

  5. Ask all users to clear browser cache and reload the application

  6. If you do not have a renewed license file, contact your Yarken account representative or support@yarken.com immediately

Application not loading latest version after a release or license update

Cause: The browser is caching the previous version of the application. Yarken displays a Reload prompt when a new version is available, but the prompt may have been dismissed or missed.

Resolution:

  1. If a Reload prompt appears, click it to load the latest version

  2. If no prompt appears, clear browser cache and cookies manually

  3. Close and reopen the browser

  4. Try accessing Yarken in a private/incognito window to rule out cache issues

  5. If the issue affects multiple users, advise the team to clear cache — this is especially common after releases

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Licensing