Lab-Aids staff can run reports in Salesforce to view previous school/district portal purchases. If customers contact reps asking for a renewal quote and reps aren't sure what is expiring / needs to be renewed, these below reports are a good first step to help reps A) view the customer's previous portal purchases, B) determine generally what is expiring, and C) communicate with the customer regarding what was purchased in the past and what likely needs to be renewed. These reports won't always give you all the information you need, but they are a good place to start. Please also look at the PRO, as the PRO description provides a helpful summary of expiring licenses.
1. Running closed/open reports for one school
2. Running closed/open reports for a district
3. Using Portal Renewal Opportunities (PROs) to find license expirations
Video: https://vimeo.com/728974350
1. Running open/closed reports for one school
When you want to find portal purchases for a single school that is not part of a district:
1) Go to the school's account page in Salesforce
2) Click on the "Report" tab
3) CLOSED ORDERS: Scroll down to "Invoices with Online" and click "View Report" to view closed orders that contain portal access.
4) OPEN ORDERS: Scroll down to "Open Orders with Online" and click "View Report" to view open orders that contain portal access.
2. Running open/closed reports for a district
These reports will show all district portal sales orders, including sales orders on the district account as well as sales orders on school accounts beneath the district. When looking for district portal purchases, use these reports instead of the individual account reports as described above. I don't recommend running these reports for very large districts like CPS or LAUSD or NYC, since there is too much data and those schools typically purchase individually anyway.
1) Go to the district's account page in Salesforce
2) Scroll to the bottom of the district's page until you see the "Custom Links" section
3) Click on "District Open Orders with Online" and "District Closed Orders with Online"
See the full report: https://lab-aids.lightning.force.com/lightning/r/Report/00O3m0000098bEOEAY/view?fv3=Pennsville%20Township%20School%20District&fv4=Pennsville%20Township%20School%20District
3. Using Portal Renewal Opportunities (PROs) to find license expirations
You can also view the Portal Renewal Opportunity (PRO), if one exists, to determine generally what's expiring and what needs to be renewed. There will only be a PRO if the customer has portal licenses expiring this year.
1. Click on your Portal Renewal Opportunities list (Stephanie has previously instructed you where to find this)
2. Click on the PRO for the customer in question
3. Scroll down to the "Description". The description should contain a list of which units are expiring, whether they are for teachers or students, and the total license quantity of the PO (set of licenses).
4. Tell the customer A) generally what content is expiring and B) whether students, teachers, or both are expiring. Then, ask them A) Are these the same units/programs you'd like to renew for [students and/or teachers] next year? B) How many [student and or teacher] licenses per unit/program are needed for next year? C) How many years would you like to renew?
From the information in the description section of the above PRO, we can contact the customer with the following: A) Student licenses are expiring this October for California 6, 7, 8, NAC Chemistry, Science & Sustainability, and EDC Revised Earth Science. B) Approximately how many students would you like to renew per program? and C) How many years would they like to renew? Once we have all that information, rep can reach out to Patty for a quote and can CC Amanda.