NBS Create Office Master – Deleted clause workflow
Video of the process -
No customers affected - https://www.loom.com/share/e9d1fcf4de024398b6aa08562b6e6733
Customers affected - TBC
Finding customer affected by the update
1. Browse to X:\CustomerCentre\SoftwareSupport\NBS Create removed clauses
2. Following the existing folder naming format, create a new folder for the update with the number of that update given in Martin Day’s email.
3. Open the OM Content Usage Report.xlsx file on X:\CustomerCentre\SoftwareSupport\NBS Create removed clauses
4. In the OM Content Usage Report.xlsx file Select the Data tab and then click the Refresh All option. NB. this usually takes a few minutes to update, once updated the report will be blank.
5. After the refresh is completed in column A (ScanDate) click on the filter icon and filter results to the most recent date and click ‘OK’.
6. Using the email sent from Martin Day, Search for only the deleted clauses by filtering the Clause field (not the parent field).
7. When all deleted clauses are entered either use the ‘Save As’ option or manually Copy all records from filtered results that you have managed to find into a new spreadsheet and save this in a new folder for that update in X:\CustomerCentre\SoftwareSupport\NBS Create removed clauses (See step 2). NB If you find that the clauses removed affects no customers, go to step 9.
8. Filter column B (Company_Name) into alphabetical order so all the affected clauses are grouped together by company.
Once the all the filters are set, save the excel file in the folder created earlier. You will now have a spreadsheet of affected customers and deleted clauses. Now go to Attaching to license section below.
9. There will be times that the clauses removed won’t affect any customers, go to X:\CustomerCentre\SoftwareSupport\NBS Create removed clauses
- In the folder you created for the current update, create a black .txt file and name it ‘No customers affected’.
- This is done so we have some sort of record that there were no updates to process for anyone.
- You will not be required to save a copy of the OM Content Usage Report.xlsx file in the new update folder.
- Once done email Martin Day to let him know that no customers are affected and that he’s okay to push out the next update.
Attaching to license
1. Go to the Customer Support Team onenote and locate the Products. Sprints. Releases. tab, then select the NBS Create - Licences and office masters tab.
2. From the list find an empty rd@thenbs.com license (or create new ones as necessary) and assign them the company names from your worklist.
- Double check the list to see if there is an rd@thenbs.com account already assigned for the company. If there is login and go to step 4.
3. Log into a blank rd@thenbs.com email in NBS Create, and attach them to the company’s license code which will be in column C of the OM Content Usage Report.xlsx
Before attaching the code check that the Create licence code for the company that you want to access in the OM Content Usage Report.xlsx file is still active by going to the Licences section in Pivotal and searching the NBS Create Licence Code.
If the license is in Admin mode, you need to turn this off temporarily in Pivotal. Make sure to re-enable it once done.
If the company has limited seats you may need to make an adjustment (temporarily add more seats) so you don’t prevent users of that company from accessing the software. To do this go to the subscription detail window for their Create subscription and Enter 1 in the Sum of Adjustments box.
NB. Please make sure you put this back to 0 after completing the office masters update
4) Once you’ve logged into the license using an rd@thenbs.com account, go to the Manage tab and select My permissions. Log into the rd@thenbs.com account and make sure the Working with Office Master systems and clauses is selected.
Changing the clause
1. Identify the parent clause of the deleted clause in the OM Content Usage Report.xlsx file and open this clause in the customers create account. NB. If the clause is published, enable it for editing.
2. Find the impacted clause within the parent clause. You can identify it as still having the NBS icon next to it, rather than the Office Master rosette. Make sure you locate the actual clause, not the parent clause.
3. Make any change to the clause in question, IE. Edit the title with an extra comma. Once done, press tab or click off the clause. The clause should now update to having an office masters rosette.
Once it does, remove whatever extra text you added.
Please note: You may receive a message about being unable to edit because there are other clauses still in draft. We cannot edit these clauses for the customer – make a note of any impacted clauses for later and move on.
4. Republish the clause, however, If the clause was in draft, just save and close.
5. Continue for all clauses for that customer.
Finalising
1. Create a support ticket in Freshdesk (Best contact is the “last edited by” user/email on your worklist of clauses, if they are not on the list of users any more use the delivery contact in the customer record in Pivotal).
2. When creating a support ticket fill in the boxes with the following info.
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3. Once the ticket is created, email the customer with a list of what clauses we have changed using the canned response.
Note:
- Insert the users name to personalise the email.
- Insert the release date for the content update. This can be found in Martins email.
- Delete the ‘Further Actions Required’ section if they have no Draft Clauses.
The email template can be also be found here should you need to use outlook instead ‘NBS Create OM Deleted Clauses.oft’:
4. Once you have worked through all the affected companies in the OM Content Usage Report.xls file and created a support ticket for each and emailed the last edited by user.
- Email Martin Day and (CC the Support team) to let him know that the affected customer’s office masters have been updated and that he’s okay to push out the next update.
Detaching rd@thenbs.com emails from customer licences
Email John Cann with a list of rd@thenbs.com emails that need to be “de-attached” from customer licenses. This is best done in batches.