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Internal: Process for completing a license transfer

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Most GoFileRoom CS and CS Professional Suite products are licensed to an individual. Products are required to be licensed to an individual rather than the firm because an individual must be responsible for upholding the license agreement. Some exceptions do exists, and the following firm types are able to license products to the firm rather than an individual:

The above firm types can have a firm delegate that will serve as a licensee and make decisions on behalf of the firm. They will be indicted in EMS using a "Z" next to the contact's name.

The Licensee of any CS Professional Suite software cannot be changed without the completion of the appropriate License Transfer/Firm Merge form. These forms are available to be sent to external users through MKT. It is accessible through the Firm tab in MKT Web Tools, click here to launch MKT Web Tools.

License transfer fees cannot be invoiced, and license transfer requests will not be processed without a method of payment provided. The fee may be waived by a Customer Service specialist or above in extenuating circumstances. 

For information on firm demographic and license changes click here

General Overview

A signature is required from the current licensee or firm Delegate in order to transfer the product(s) to another person at the firm or to another firm location. Applications are generally licensed to the individual who accepted the license agreement when the product was purchased. As the license agreement is legally binding, the transfer of ownership cannot be completed without the current licensee's or delegate signature on the applicable form.

We may only suggest locating the current licensee using resources such as the information listed on the last W-2 form, Google, or social media. It is important to remember that if the licensee has recently left the firm (within the last year) they will have to prepare a W-2 form for that individual, so contact information should be available.

Should the licensee be deceased, an authorized executor of the estate must sign the transfer document. A copy of the official documentation from the court showing the executor has been appointed will be required. 

Suspected piracy follow-up will be handled by the Licensing and Piracy issues group. If this is an urgent request, communicate this in the email and mark it as a high priority. All other requests will be handled within 5 to 7 days. Do not transfer an external user directly to any member of this group. The Piracy tip sheet has some helpful tips when dealing with a potential piracy situation. 

If you have encountered potential piracy, see the Customer Service Licensing Liaison before emailing the Licensing & Piracy group. They will research and follow-up as necessary on suspected piracy issues.

When emailing the Licensing & Piracy group, provide the following:

  • Suspected Piracy: Firm ID(s), first and last name of the caller or person of interest, phone number, and a detailed description. Additionally, be sure to include phone and email information provided it is not already currently listed in systems.
  • License Transfer Concerns: Firm ID(s), current and prospective licensee, and a detailed description of the issues of concern.

A license transfer document is available through MKT specifically for Enterprise Firms. It allows the transfer of a product from an individual to the firm name, or for transfers of licensing between enterprise firms.

If an enterprise firm requests a license transfer, the Enterprise specific license transfer form must be used.