NVivo for Organizations

NVivo licenses for organizations can only be purchased via the Lumivero partners. Currently, there are 2 types of organization licensing options available:

• Per Seat License (Previously called as “Enterprise Level Agreement”) - A type of license requiring every person accessing the software have a unique login.

• Concurrent License - A type of license that allows access to any number of individuals up-to and not-to-exceed the maximum number of licenses purchased. The number of active log-ins at a given time is limited to the total number of concurrent user licenses purchased.

If NVivo has been purchased by an organization under one of the above options, the organization's administrator is responsible for deployment to end users.

NOTE  This topic is for administrators deploying NVivo.
- If you are an administrator deploying NVivo Transcription or Collaboration Cloud, see Organization Deployment – Collaboration Cloud & Transcription.
- If you purchased multiple perpetual (but non-organization) NVivo licenses, see Multi-User Licenses.

There are three organization deployment options for NVivo. The main factors determining which option (or combination of options) to choose are:

• the number of end users,
• whether or not you will also be deploying NVivo Transcription or Collaboration Cloud,
• the capacity of your IT and communications systems,
• the skills and expectations of your end users.

Brief descriptions of the options are provided below and key differences are summarized in a table. Sections following this provide detailed deployment steps for each option.

NOTE  If none of the deployment options is suitable for your organization, please ask the Lumi AI Assistant by going to the Support Resources Page and clicking on NVivo. If the assistant can't help, a support case will be created for you.

Before You Start – Sign Up to myLumivero

AAs a customer with an Organization license your organization must have a myLumivero account, administered by you, as the administrator or Organization Owner (you can create other administrators if required Organization User Roles).

Use the myLumivero portal to manage your organization's account details and view invoices and current licenses. If you are deploying NVivo using the Known User Installation or User-Requested Installation options, assign and unassign end users and keep track of seat numbers from the portal.

If your organization does not already have a myLumivero account you will receive a signup email when your license is processed.

If you deploy NVivo with either the Known User Installation or User-Requested Installation option your end users also need myLumivero profiles. When they open NVivo the first time they must log into their myLumivero profiles to activate NVivo on their computers. Lumivero automatically sends signup emails to end users who do not already have myLumivero profiles.

Deployment options

Choose the best deployment option for your organization. You may find it convenient to use more than one—for example, use Scripted Installation at the start of the year for the bulk of your end users, and Known User Installation later in the year as individual users need to be added or removed.

Known User Installation

This option is ideal if you know your end users' email addresses. Grant them access to NVivo from the organization's myLumivero account (you can do this individually or in bulk files). The end users receive emails to inform them that they have been granted access to NVivo and asking them to create myLumivero profiles if they don’t already have them.

Under this option Lumivero is responsible for all communication to end users—it does not require your organization's IT or communications resources. As administrator you can add or remove users at any time.

For detailed instructions, see Known User Installation below.

User-Requested Installation

This option suits organizations where users can request access to the NVivo license. You distribute the license key and a link to register the key within the myLumivero portal. End users log into myLumivero (they must create a myLumivero profile if they don’t already have one) and enter the key. They receive an email to download and install NVivo, and log into myLumivero to activate it.

This option requires you to use your organization’s communication systems (e.g. intranet web site) to distribute the license key and link to the myLumivero portal. As administrator you can add or remove users at any time, from the portal.

For detailed instructions, see User-Requested Installation below.

Scripted Installation

Under this option your IT department runs scripts to install and activate NVivo on computers throughout the organization. End users have no part in the installation and activation process—after setup they simply log into computers on which NVivo has been installed and use it—they do not need myLumivero profiles.

If your Organization license includes NVivo Transcription or Collaboration Cloud, you will have to use Known User Installation for those modules. It may still be worthwhile deploying NVivo by script if not all NVivo users will use the cloud modules. Also, scripted installation saves end users having to install NVivo themselves.

For detailed instructions, see Scripted Installation below.

Comparison chart of deployment options

	Need end users' email addresses?	End users need myLumivero accounts?	End users install NVivo themselves?	License key required?	Requires customer's communications systems?	End user must be online to activate?
Known User Installation	Yes	Yes	Yes	No	No	Yes
User-Requested Installation	No	Yes	Yes	Yes	Yes	Yes
Scripted Installation	No	No	No	Yes (included in the script)	Yes	No (IT dept. activates)

Known User Installation

Under this option you invite end users from the organization’s myLumivero portal. All communications are produced by Lumivero, but you must enter the email addresses for each end user—individually or in a batch file. As administrator you can add or remove users at any time. This option does not require a license key.

Steps for this option are:

NOTE   Organization Owner or License Manager privileges are required to perform this action.

1. Log into the MyLumivero portal using your personal profile credentials.

2. If you have more than one account, select the one used to buy the product with the licenses/subscriptions you want to assign.

3. From the left navigation, select My Licenses.

4. Select the required license under Manage Licenses section and do the following:

   • To add a user:

     1. Click Add User, enter the end user's email address.

     2. Click Add User.

        The newly added user is displayed in the assignee list.

   • To add users in bulk via batch file:  

     1. Click the vertical ellipsis  icon and select Upload CSV.

        Upload CSV dialog is displayed.

     2. Drag and drop the CSV file onto the dialog (or click to browse and upload).

     3. Click Assign User.

     All invited users are listed on the page after you assign. You can:

     • View the number of seats allocated and remaining.

     • Download the list of assigned users by clicking Download CSV.

5. When you submit the email addresses the license is linked to personal MyLumivero profiles for each end user:

   • If the end user already has a MyLumivero profile (identified by the email address) this profile is used.

   • If the end user doesn’t have a MyLumivero profile, one is automatically created for them (containing just their email address) and the license is linked to it. The end users are sent a ‘MyLumivero signup’ email to complete these profiles—i.e. to enter their names, accept the Lumivero privacy policy and terms and conditions, and create a password.

6. End users receive an automated email granting them access to NVivo, including download links and installation instructions.

7. End users download and install NVivo.

8. When end users open NVivo for the first time they enter their MyLumivero credentials to activate NVivo on that computer.

You can unassign licenses and redeploy them to other people at any time. Click unassign  icon beside the person you want to remove and the license becomes available to assign to someone else.

IMPORTANT  If transferring an NVivo license, the original seat-holder must deactivate their installation(s) of NVivo before the new assignee can activate NVivo on their computer(s). Deactivate NVivo

Note: By default, a seat is always assigned to you as the administrator. You can reassign this in the same way as any other seat.

User-Requested Installation

 

Under this option end users are sent or retrieve a license key, using your organization's communications systems. They create myLumivero profiles and assign seats to themselves. As administrator you can view, add or remove users at any time.

The steps for this option are:

1. Use your organization's communications system (e.g. email or intranet web page) to distribute the following to end users:

   1. the license key,

   2. this URL: https://my.lumivero.com/account/licence-registration.

      This is a link to the myLumivero portal for the end users to input the license key.

   IMPORTANT  Ensure that the license key and link are only distributed to intended end users.

   Suggested instructions for end users:

   [We suggest you copy and modify these instructions to give to your end users.]

   Follow the instructions below to use NVivo under the [organization name] license.

   To use NVivo you must have a personal myLumivero profile and register the [organization name] license key in it.

   1. Click here https://my.lumivero.com/account/licence-registration to open the myLumivero portal.
      • If you already have a myLumivero profile, log into it.
      • If you do not have a myLumivero profile, create one.

      [You may want to give instructions to use organization email addresses]

   2. Once you are logged into the portal, enter the enterprise license key:
      [Copy the license key from the purchase confirmation email here]
   3. Check your email for links to download NVivo and instructions to install and activate it. (Check your spam folder if you can't find the email.)

2. End users receive an automated email granting them access to NVivo, including download links and installation instructions.

3. End users download and install NVivo

4. When end users open NVivo for the first time they enter their myLumivero credentials to activate NVivo on that computer.

You can view who has assigned seats to themselves and how many seats remain free, from the organization’s myLumivero portal. You can unassign anyone who should not have a seat and assign people who should, in exactly the same way as under Known User Installation, above. See instructions here Known User Installation .

IMPORTANT  If removing an NVivo seat, the original seat-holder must deactivate their installation(s) of NVivo before a new assignee can activate NVivo on their computer(s). Deactivate NVivo

Note: by default a seat is always assigned to you as the administrator. You can reassign this in the same way as any other seat.

Scripted Installation

This method must be implemented with the assistance of qualified IT staff.

1. Once Lumivero processes your purchase order, you will receive an email with your license key and download links for NVivo. Forward this to your IT administrator, providing them with:

   • download links for NVivo
   • the license key
   • scripting and other technical instructions—copy these from ELA command-line installation & activation – Windows and/or ELA command-line activation – Mac
2. The IT administrator installs and activates NVivo on selected computers in the organization’s network.

3. End users run NVivo on the computers on which it has been installed. They do not need myLumivero profiles—provided they have user rights to the computers they can run NVivo.

Under this option you can view how many seats have been activated and how many remain, from the portal. You can assign and unassign any remaining seats in the same way as under Known User Installation, above. See instructions here Known User Installation .

License Terms and Conditions

The NVivo license key can only be shared in the context of the license agreement. Ensure that you distribute the key to permitted users only and that your organization adheres to the license terms & conditions at all times.

Getting started with NVivo

Users can access the NVivo Knowledge Base for a range of resources to help them get up and running with NVivo, quickly. They can also choose from various NVivo Discussions to help familiarize themselves with or master NVivo. Your users can also build their network by joining our vibrant NVivo Community, connecting with fellow researchers across the globe.

If you continue to have issues, do the following:

1. Log into the Lumivero Community.

2. Click Contact Support.

3. Select NVivo from the dropdown list.

4. Enter the required details and submit request.