In the Public House Quarterly Billing and Usage Report emails, clients can see the exact number of new Applicant Annual Subscriptions by month. These numbers are strictly tracked for all customers in our databases.

A few key points about the Annual Applicant Subscription:

• An applicant can have an unlimited amount of activity on multiple Service Files in the system for the period of 1 year

Subscription Review

Anytime an application is accessed by an applicant or staff, Public House reviews the applicant’s annual subscription.

For Applicants, subscriptions are reviewed when an applicant completes the email and SMS authentication. If it is an applicant’s first authentication, subscriptions are reviewed after completing the security questions. Criteria:

• Applicants can only access the application if Application Status = Application in process and Application Status = Invited, Incomplete or Document Corrections.

Can you confirm access is not counted if they try to access outside of these conditions?

For Staff, subscriptions are reviewed anytime staff accesses the system through the Service File’s Internal Application Link in Salesforce.

Update:

For Staff, subscriptions are reviewed only when an application is being processed. Criteria:

• Service File Status = Application in process and Application Status = Incomplete, Document Review, Document Corrections or Complete.
• Staff access before or after an application is processed is not considered – Status <> Application in Process or Application Status = Invited, Approved or Declined

Public House Database Usage Detail Records

Portal visits and Annual subscriptions are tracked in Public House database’s Usage Detail records.

New Subscription

If no Annual Subscription is found for the Contact (unique email)

The system reviews Public House tracks all applications access. When an application is accessed, the system looks up the Contact in our database of Usage records.

• A new Parent Usage Detail record is created A new Usage Detail record is created for the Annual Subscription
• Set Account, Applicant ID
• Start Date = Today, Expiry Date = Today + 365, Last Portal Visit = Today
• A new child Usage Detail record is created for the Annual Subscription
• Set Account, Applicant ID, Parent Public House Usage
• Start Date = Today, Expiry Date = Today + 365, Last Portal Visit = Today
• Set Service File Details: stype – New or Renew Service File, startDate first login to Service File, ID, Program, IsTest
• In the customer’s Salesforce Service File
• Application Start/Renew Date= Today
• Most Recent Portal Visit = Today

Current Subscription

An existing Usage Detail record is found with a future Expiry Date.

• Last Portal Visit = Today
• In the customer’s Salesforce Service File
• Application Start/Renew Date = Today
• Most Recent Portal Visit = Today

Expired Subscription

An existing Usage Detail record is found with a past Expiry Date.

• The existing Parent Usage Detail record is updated for a new Annual Subscription
• Update Start Date = Today, Expiry Date = Today + 365, Last Portal Visit = Today
• A new child Usage Detail record is created for the Annual Subscription
• Set Account, Applicant ID, Parent Public House Usage
• Start Date = Today, Expiry Date = Today + 365, Last Portal Visit = Today
• Set Service File Details: stype , startDate , ID, Program, IsTest

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• In the customer’s Salesforce, all of the Contact’s related Service Files are updated
• Application Start/Renew Date = Today
• Most Recent Portal Visit = Today

Monthly Project Tracking (EB Instance)

Public House Usage Detail records are rolled up to Monthly Project Tracking records for each customer. These records also track usage for electronic signatures, SMS sent and shortened URLs created.

Client Side Tracking

Customers have some visibility within their own instances to review the usage and new subscriptions.

Public House Usage Report

Clients can refer to the Public House Usage Report to corroborate new Applicant Annual Subscriptions with the amounts on the Quarterly Billing and Usage Report email. The report tracks Application Start/Renew Date on the Service File. This gives a general idea based on the Start but may vary because of:

Deleted Service Files – a deleted Service File

will not show on the Public House Usage Report but we still have the record of the Annual Subscription

Multiple Service Files for a single contact – The Usage Report you will see aThese will each show in the usage report but will be consolidated into one subscription on our side

How to Test

There are a few things to remember if you are trying to test how the Application Start/Renew Date is updated.

Application Start/Renew Date is updated across all of a Contact’s Service Files. Therefore the activity on a given Service File

may not have activated that that Start/Renew Date on???

Full Application Debug Log

Full Application Debug Logs are created in each customer’s Salesforce to track Public House activity – mainly for debugging. These records do record successful logins. Reports tracking Successfully Logged Action Summary contains Successfully Logged in can be used to track the total number of logins on a monthly basis. (this in the JSON. we should add functionality in setup to clear logs, is this staff too? ) Staff and Applicants.

Deprecate

Accessed Service Files