Understanding Licensing

How is WorkflowFirst licensed?

For the Cloud edition, currently $75 per month, you can have as many apps and users as you like, up to 1,000 form submissions per month!

The downloadable Express edition is free for small teams (up to 3 power users) with simple workflow.

In the downloaded editions, end users who initiate workflow are not charged at all. You are only charged for users who are workflow approvers. These are also called "Power Users". A Power User is able to run actions on forms that were entered by a different user. So approving, rejecting or completing a workflow item would require a Power User license.

In WorkflowFirst Express, each Power User license is $99 USD. The first 3 Power Users are free - which is why we say that WorkflowFirst Express is free for small teams.

For WorkflowFirst Professional, which is required to use SQL Server, the Power User license is three times the cost of the express license, so approximately $300 USD per Power User (note: there is a minimum of 5 power users). If you set up your WorkflowFirst Express application to use SQL Server, it will automatically divide the total number of licensed users by 3. For the cost of approximately 20 power users, we provide a site license that has unlimited requesters and approvers per server.

We also now offer a subscription service for the Professional version. For $75 per month, you can use the Pro edition with 3 power-users. For $250 per month you can use the site-license with unlimited users and applications on one server, with no transaction limits at all.

What about support?

Both the downloaded and cloud edition comes with free support for installation and basic usage, through our support forum. Response times will vary based on the availability of support personnel and type of question. For priority support, there is usually a maintenance and support fee due which is typically 23% of the license fee. Minimums apply. Please contact us for more information.

The subscription service includes basic support charges.

Do you provide a site license?

Yes we do. For information on site-license costs and support contracts for a site license please contact us.

What if we exceed the cloud transaction limit?

If your account consistently exceeds the transaction limit per month, you will be asked to either sign-up for the on-site version, or to move to a dedicated server with an on-site version installed. Don't worry, we'll always provide plenty of warning if this happens and we'll work closely with you to ensure a smooth transition for your users.