Backup Exec Instance Licensing

Instance-based licensing was introduced in Backup Exec 21.0. It allows you to purchase licenses based on the number of instances that you want to protect. An instance is defined as a protected Windows, Linux, Unix or NAS instance, such as a virtual machine, a cloud computing instance or a physical system in the datacenter. Instance-based licenses can be purchased only in groups of 10. Licenses on instance basis can be allocated across multiple Backup Exec Servers with a minimum of 1 instance per Backup Exec Server. Bronze, Silver or Gold Instance Edition cannot be combined with Custom Edition (à la Carte), V-Ray Edition, Bronze, Silver or Gold FETB Edition, and cannot be mixed perpetual and subscription.

For more details refer to the Backup Exec Licensing guide.

How does Instance calculation work?

The instance is calculated against each virtual machine, a cloud computing instance or a physical system in the datacenter that is being protected using Backup Exec.

On every Backup Exec server, this instance calculation happens once in every 24 hours (daily). Currently it happens at 4 AM daily.

Listed below are a few examples that depict how many instances would be needed in various kind of scenarios:

Physical/Standalone Server backup example

Backup of applications in a clustering solution

·       If you protect the cluster nodes separately besides the applications (e.g. volumes, system state etc.), they will NOT be considered as additional instances.

·       In a scenario involving clustered applications, Backup Exec relies on NRDS advertising to get the complete information on the cluster and its participating nodes. If the NRDS advertisement is not working correctly, instance-based usage count can be incorrect.

Host based VM backup example (VMWare and Hyper-V)

A virtual machine may be counted twice during the instance usage calculations in certain scenarios as listed below:

1. When a virtual machine does not have integration services/VMware tools installed and is protected using Non-GRT VM based backup and agent-based backup.

2. When a virtual machine is powered off and is protected using Non-GRT VM based backup and subsequently backed up using agent-based backup (after powering on the VM).

Distributed applications backup example (SharePoint)

Distributed applications backup example (Enterprise Vault)

Cloud File shares backup example

Instance Usage reporting through Backup Exec UI and Alerts

Where to check instance usage in Backup Exec UI:

Note: On every Backup Exec server, this instance calculation happens once in every 24 hours (daily). Currently it happens at 4 AM daily. The UI reflects the values based on the last calculation done on the Backup Exec server.

1.      The instance usage can be seen in the Backup Exec UI -> Home Tab -> Licensed Status widget:

2.      The details of instances considered in the instance calculation can be seen by clicking on View Details

Note: The VM Resource column depicts the VM display name for a virtual machine resource.
The Cluster/Distributed application node column is populated when the instance (server) is part of such a workload. 

Default threshold for warning alerts

Alert have been introduced that will be raised at various thresholds when user have over deployed and is in violation of licenses installed.

The threshold for how soon the alerts should be raised is configurable through the “License usage threshold warning for sending alert (in percentage) field in the Backup Exec Settings -> Alerts section.

Refer to screenshot below:

Warning Alerts

The various kind of warning alerts are as shown below:

Alert 1: When instance usage is nearing the allowed maximum: V-287-13387

The below alert will be seen when the instance is nearing the allowed maximum. Take necessary action to ensure the licensing terms are adhered to.

"%d is the current instance usage count. You are licensed for a maximum of %d instances. Ensure that you adhere to the licensing terms and do not exceed the maximum licensed instance count."

Alert 2: When instance usage has exceed the allowed maximum but less than extra grace of 15 % : V-287-13388

The below alert will be seen when the instance is greater the allowed maximum but less than extra grace of 15%. Take necessary action to ensure the licensing terms are adhered to

"%d is the current instance usage count. You have exceeded the allowed maximum of %d instance count. Ensure that you adhere to the licensing terms and do not exceed the maximum licensed instance count. Contact your reseller or visit www.backupexec.com for information about obtaining more licenses."

Alert 3: When instance usage is greater than the allowed maximum and greater than extra 15% : V-287-13389

The below alert will be seen when the instance usage is greater than the allowed maximum and also greater than extra grace of 15% but it is in this state for less than 30 days. Take necessary action to ensure the licensing terms are adhered to. 
"%d is the current instance usage count. You have exceeded the maximum of %d instances for %d days. Backup Exec will enter the Enforcement state in %d days. During the Enforcement state, Backup Exec refers to the instances selected in the Backup Exec Home tab (Licensed Status > Manage Instances). Backup will continue to run for the selected instances. Backup for the instances not selected will fail. Contact your reseller or visit www.backupexec.com for information about obtaining more licenses."

Alert 4:  When instance usage is greater than the allowed maximum and greater than additional 15% for more than 30 days : V-287-13390

The below alert will be seen when the instance usage is greater than the allowed maximum and also greater than extra grace of 15% and it is in this state for more than 30 days. Take necessary action to ensure the licensing terms are adhered to. 

"%d is the current instance usage count. You have exceeded the maximum of %d instances for more than 30 days. Backup Exec is running in the Enforcement state. During the Enforcement state, Backup Exec refers to the instances selected in the Backup Exec Home tab (Licensed Status > Manage Instances). Backup will continue to run for the selected instances. Backup for the instances not selected will fail. Go to Licensed Status > Manage Instances and select the required instances. You will have 3 attempts to update the selections. Contact your reseller or visit www.backupexec.com for information about obtaining more licenses."
 

Backup Exec behavior in Normal, Grace and Enforcement state period

Normal State period

Backup Exec will be in this state when the number of servers being backed up are less than or equal to the number of instances entitled by the licenses. The Instance usage can be viewed using the Manage Instances window. The Entitled instances table will not be available for edit at this stage because there is no requirement for it. 
In Normal state Entitled Instances is calculated based on recent instances backed up (last 30 days). First ‘n’ instances will be selected as Entitled Instances.

Grace State period

Backup Exec will be in this state when the number of servers being backed up are more than the number of instances entitled by the licenses. The grace period is by default of 30 days. 

The Instance usage can be viewed using the Manage Instances window. The Entitled instances table will be available for edit unlimited number of times at this stage (in the 30 days of grace period). The table can be edited to chose which servers/instances are critical and should be considered as entitled when and if the Backup Exec server enters the Enforcement state after the grace period has completed. Backups for the servers that are marked entitled will continue to run while those not selected will fail with a licensing error. 

Backup Exec will go back into Normal state under the following conditions:

1.    The number of unique instances backed up in the last 30 days falls below the number of entitled instances allowed by the licences.
Or
2.    A New set of additonal licenses are deployed on the Backup Exec server.  

Enforcement State Period

Backup Exec will be in this state when the number of servers being backed up are more than the number of instances entitled by the licenses and the 30 days grace period has also completed. 

The Instance usage can be viewed using the Manage Instances window. The Entitled instances table will be available for edit only three (3) times at this stage. The table can be edited to chose which servers/instances are critical and should be considered as entitled when Backup Exec server is in the Enforcement state. Backups for the servers that are marked entitled will continue to run while those not selected will fail with a licensing error.  After three attempts have been used, the table cannot be edited anymore.
Backup Exec will go back into Normal state under the following conditions:

1.    The number of unique instances backed up in the last 30 days falls below the number of entitled instances allowed by the licences.
Or
2.    A New set of additonal licenses are deployed on the Backup Exec server.  

Job log error message for a non-entitled server when its backup is run during the enforcement state.
 

Job log error message for a non-entitled virtual machine when its backup is run during the enforcement state.

Instance Usage calculations in a centrally administrated environment

In an environment configured with one Central Admin Server (CAS) and multiple Managed Backup Exec (MBE) servers:

1.      Instances will be counted against backup jobs that are created and delegated from CAS irrespective of which Backup Exec server executes the job.

2.      For job created locally on the MBE server, the license local to the MBE server will be considered.