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Subscription Overflow Guide
Overview
Corporate subscriptions can be configured in two ways: as paid subscriptions through a Pro Forma Order, or as complimentary (free) subscriptions. These subscriptions can be linked to a specific Account, allowing any user who logs in from an approved domain to be automatically assigned a subscription.
Subscription overflow occurs when the number of assigned users exceeds the subscription quota for an Account.
Example:
Generic Ltd has 100 subscriptions assigned to its account (either Free or Paid). The account, however, contains 101 contacts.
If subscriptions are assigned to the first 100 contacts, the 101st contact will not receive a subscription upon login—unlike their colleagues—because the subscription quota has been exceeded.
This situation is referred to as a subscription overflow.
This guide will walk you through how to set up and configure the necessary screens to manage and resolve this scenario.
Configure the Subscription Overflow Notifications
Control > Store Profile > Subscription Overflow Notification
This panel allows you to enable/disable the sending of Subscription Overflow Messages.
The messages can be sent to the registrant, the Account's primary contact and/or the account manager.
Fields:
Send Subscription Overflow Messages
- Select to enable sending of subscription overflow messages for account-based subscriptions. The recipients receiving this message can be configured on each account.
Registrant Overflow Subject
- Enter the subject for the recipient message sent when a subscription plan has been oversubscribed
- You can use these placeholders, [_Subscription_Plan_], [_Account_Name_], [_Site_Name_]
Registrant Overflow Notification
- Enter the message sent to the registrant when a subscription has been oversubscribed
- You can use these placeholders in the message: [_Subscription_Plan_], [_Subscription_Plan_Quota_], [_Registrant_First_Name_], [_Registrant_Last_Name_], [_Registrant_Email_], [_Primary_Contact_First_Name_], [_Primary_Contact_Last_Name_], [_Primary_Contact_Email_], [_Account_Manager_First_Name_], [_Account_Manager_Last_Name_], [_Account_Manager_Email_], [_Account_Manager_Telephone_], [_Site_Name_]
Primary Contact Overflow Subject
- Enter the subject for the recipient message sent when a subscription plan has been oversubscribed
- You can use these placeholders, [_Subscription_Plan_], [_Account_Name_], [_Site_Name_]
Primary Contact Overflow Notification
- Enter the message sent to the primary contact when a subscription has been oversubscribed
- You can use these placeholders in the message: [_Subscription_Plan_], [_Subscription_Plan_Quota_], [_Registrant_First_Name_], [_Registrant_Last_Name_], [_Registrant_Email_], [_Primary_Contact_First_Name_], [_Primary_Contact_Last_Name_], [_Primary_Contact_Email_], [_Account_Manager_First_Name_], [_Account_Manager_Last_Name_], [_Account_Manager_Email_], [_Account_Manager_Telephone_], [_Site_Name_]
Account Manager Overflow Subject
- Enter the subject for the account manager message sent when a subscription plan has been oversubscribed
- You can use these placeholders, [_Subscription_Plan_], [_Account_Name_], [_Site_Name_].
Account Manager Overflow Notification
- Enter the message sent to the account manager when a subscription has been oversubscribed
- You can use these placeholders in the message: [_Subscription_Plan_], [_Subscription_Plan_Quota_], [_Registrant_First_Name_], [_Registrant_Last_Name_], [_Registrant_Email_], [_Primary_Contact_First_Name_], [_Primary_Contact_Last_Name_], [_Primary_Contact_Email_], [_Account_Manager_First_Name_], [_Account_Manager_Last_Name_], [_Account_Manager_Email_], [_Account_Manager_Telephone_], [_Site_Name_]
Overflow Notice
- Enter the message displayed on the registration acknowledgement screen and Text & Image Design Element when a subscription has been oversubscribed
- You can use these placeholders in the message: [_Subscription_Plan_], [_Subscription_Plan_Quota_], [_Registrant_First_Name_], [_Registrant_Last_Name_], [_Registrant_Email_], [_Primary_Contact_First_Name_], [_Primary_Contact_Last_Name_], [_Primary_Contact_Email_], [_Account_Manager_First_Name_], [_Account_Manager_Last_Name_], [_Account_Manager_Email_], [_Account_Manager_Telephone_], [_Site_Name_]
Select the Accounts’ message recipients
Control > Social > Accounts > Overflow Notifications > Send Overflow Notifications
Select to send a message to the Registrant, Account Primary Contact, Account Manager and/or display an on-screen notice when a subscription level has been oversubscribed.
The message settings are set on the Store Profile (see previous step).
Zone selector on Accounts
Control > Social > Accounts > Assign Paid Subscriptions
If your organisation has a multi-zone setup, use the Zone selector on the Paid and Free subscription assignment panels in order to set the zone where the subscriptions belong to.
Note: If no zone is selected, the subscription plan is available for all zones.
Subscription Overflow Conversion Event
Control > Promote > Conversion Events > (Add/Edit) > Trigger Event > Subscription Overflow
Use the Subscription Overflow conversion event to track and notify internal users when a Paid or Free subscription allocated via the account is oversubscribed.
Note: make sure to select the appropriate zone if your organisation has a multi-zone setup.
Oversubscribed on-screen notification
Affino displays a notice to a newly registered user when their Account has oversubscribed their subscription plan.
For the oversubscribed notification to appear, the following settings must be enabled:
Store Profile
- Send Subscription Overflow Messages must be enabled on the Store Profile
- The Overflow Notice message should not blank
Account
- On-screen Notice should be selected on the Overflow Notifications options
- The users’ IP and email domain must match the IP(s) and Domain(s) set on the Account Email Domain and Restrict To IP Addresses fields
Also:
- The Accounts’ subscriptions should still be active (i.e. subscription End Date has not passed) and there are no more subscriptions to be allocated
- If the Zone does not match where the user is accessing the site from, Affino will not assign a subscription to that user
Account Import and Export
Control > Security > Account Import
Control > Security > Account Export
In order to set whether an Account should notify either the Registrant, Primary contact, Account Manager or display a message on the acknowledgement screen, the Account Import and Export XLSX file has the following columns:
- SubsOverflowRegistrantYN
- SubsOverflowPrimaryContactYN
- SubsOverflowAccountManagerYN
- SubsOverflowOnscreenNoticeYN
Note: use (1/0, Y/N or y/n) values on those fields (for True or False).
Testing the functionality
If you wish to test the functionality, you will need to:
- Set up a dummy Account
- Assign a free subscription to the account
- Set a small amount of Max Subs on the Account for testing (i.e 2)
- Go through the steps in this guide in order to have the needed settings in place
- Register with 2 new users to see if the subscriptions were assigned
- Register the 3rd user in order to confirm that the notifications (email and on-screen) were sent and displayed
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