NVivo – Enterprise deployment

If NVivo has been purchased by an organization under an enterprise license agreement (ELA), the organization's ELA administrator is responsible for deployment to end users.

NOTE  This topic is for ELA administrators deploying NVivo.
- If you are an ELA administrator deploying NVivo Transcription or Collaboration Cloud, see NVivo Transcription & Collaboration Cloud – Enterprise deployment .
- If you purchased multiple perpetual NVivo licenses, see Multiple perpetual licenses.
- If you are setting up users for NVivo Collaboration Server, see Control access to an NVivo Collaboration Server project.

There are three ELA 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 contact NVivo Support.

Before you start – sign up to myNVivo

As a customer with an ELA your organization must have a myNVivo account, administered by you, as the ELA administrator.

Use the myNVivo 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 myNVivo account you will receive a signup email when your ELA is processed.

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

Under this option QSR International 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 myNVivo portal. End users log into myNVivo (they must create a myNVivo profile if they don’t already have one) and enter the key. They receive an email to download and install NVivo, and log into myNVivo 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 myNVivo 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 myNVivo profiles.

If your ELA 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 myNVivo 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 myNVivo portal. All communications are produced by QSR, 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:

  1. Log into the organization’s myNVivo portal.
  2. Open My Purchases from the top right menu.
  3. Find the NVivo enterprise license and select Manage licenses from the three-dot menu.
  4. Click Assign User +.
  5. To add end users, enter email addresses and, optionally, first and last names:
    • Use the Single tab to add one user at a time.
    • Use the Multiple tab to add users in a batch file:
      1. Download Users upload template.csv to your computer.
      2. Open the file (in Excel, Notepad, or other suitable app).

      3. Add end-user email addresses to the first column (delete the samples in the file). First and last names are optional.
      4. Save the file and then drag it onto the dialog box (or locate the file in a file management window).

      All invited users are listed on the page after you close the dialog box. You can also view the number of seats allocated and remaining.

  6. When you submit the email addresses the enterprise license is linked to personal myNVivo profiles for each end user:
    • If the end user already has a myNVivo profile (identified by the email address) this profile is used.
    • If the end user doesn’t have a myNVivo 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 ‘myNVivo signup’ email to complete these profiles—i.e. to enter their names, accept the QSR privacy policy and terms and conditions, and create a password.
  7. End users receive an automated email granting them access to NVivo, including download links and installation instructions.
  8. End users download and install NVivo.
  9. When end users open NVivo for the first time they enter their myNVivo credentials to activate NVivo on that computer.

You can unassign a seat and redeploy it to another person at any time. Click Unassign beside the person you want to remove from the license. The seat becomes available to assign to someone else.

Note: by default a seat is always assigned to you as the ELA 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 myNVivo 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://portal.mynvivo.com/account/licence-registration.

      This is a link to the myNVivo 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.

  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 myNVivo 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 myNVivo 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 .

Note: by default a seat is always assigned to you as the ELA 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 QSR processes your ELA order, you will receive an email with your license key and download links for NVivo. Forward this to your IT administrator, providing them with:

  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 myNVivo 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 .

ELA terms and conditions

The NVivo license key can only be shared in the context of the ELA 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 Customer Hub for a range of resources to help them get up and running with NVivo, quickly. They can also choose from various NVivo Learning Journeys 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, or your end users, experience difficulty deploying or installing NVivo, please don’t hesitate to contact our NVivo Support Team.