More About the Expired Entitlements Job
The Expired Entitlements job finds entitlements that have expired since the last time the job was run and generates email messages to end-user accounts with expired entitlements.
Like other jobs, producers can schedule the Expired Entitlements job and subscribe to its alerts in the Producer Portal. However, when the Expired Entitlements job finds entitlements that are expired for an account, FlexNet Operations generates an email message about that account’s expired entitlements and attempts to send the message to the account’s users. End users who elect to receive renewal notifications will receive an email message when their account’s entitlements have expired.
The FlexNet Customer Growth module also adds an End-User Portal page to list expiring entitlements and to highlight those entitlements that are closest to their expiration date. (Expired entitlements are not shown by default. End users can use on-page filters in the End-User Portal to include expired entitlements in the list.) From the Expiring Entitlements page, end users can click the Request button to send the producer an email message that indicates their intent to renew.
For producers, system configuration settings help determine how frequently an account can receive such email messages, as well as which expired entitlements appear in the End-User Portal’s Expiring Entitlements page. Producers can also customize the email template FlexNet Operations uses when it sends these renewal reminders.
Tip:In determining when to send an Expired Entitlements email message, FlexNet Operations uses the system configuration setting, Expired Email Frequency (default: 30 days). This value is set in the Renewals settings on the FlexNet Operations system configuration page at System > Configure > FlexNet Operations. For details about these system configuration settings, see Configuring System Settings.
Understanding When FlexNet Operations Generates an Expired Entitlements Email Message
When the Expired Entitlements job runs, it scans all of your end user accounts’ entitlements to see if any have expired line items or maintenance lines. If so, FlexNet Operations then checks when that account last received an email message about expired entitlements (based on the Renewal Reminder for Expired Entitlements email template).
| • | If FlexNet Operations has recently sent an email message about expired entitlements to the account, no new email messages are sent, even if newly expired entitlements are discovered when the Expired Entitlements job runs. |
| • | If FlexNet Operations has not sent an expired entitlements message to the account within the number of days specified in the system configuration setting, Expired Email Frequency, it generates a new renewal reminder email message for that account. |
Using the default system configuration settings, when an account has expired entitlements, FlexNet Operations limits the frequency of its expired entitlements message to once every 30 days per account. Producers can customize this frequency (Expired Email Frequency) to best suit the needs of their end users.
Note:The decision of whether or not to generate an email is made at the account level. The choice to receive renewal notifications happens at the user level. End users who belong to multiple accounts may receive multiple Renewal Reminder for Expired Entitlements messages (one for each account that qualifies for an expired entitlements message).
Anticipating the Content of the Expired Entitlements Email Message
The content of the Expired Entitlements email message that FlexNet Operations generates depends mainly on two factors:
| • | The Renewal Reminder for Expired Entitlements email template content. Producers can customize the content of the email template FlexNet Operations uses to send Expired Entitlements email messages. (See Managing Email Templates for instructions on editing an email template.) |
| • | The account’s entitlement line items and maintenance lines that have expired since the last time the expired entitlements message was sent to subscribed users in that account. |
FlexNet Operations uses the Renewal Reminder for Expired Entitlements email template to create expired entitlements messages. For this email message, FlexNet Operations compiles a list of all the account’s line items and maintenance lines that expired since the Expired Entitlements job was last run and includes that list in the message.
Tip:The frequency with which the Expired Entitlements job runs is set on its Configure Alert/Job Schedule page, but the frequency with which FlexNet Operations sends expired entitlements messages is also restricted by the system configuration setting, Expired Entitlements Frequency. Even if the job runs and finds new expired entitlements, no email messages about expired entitlements are sent for a particular account until the specified number of days has passed since the account was last messaged about expired entitlements.
Understanding Who Receives Renewal Reminders
After generating a Renewal Reminder message for an account, FlexNet Operations sends the message to that account’s End-User Portal users who have opted to receive expiring entitlement email. If none of the account’s end users is subscribed to receive renewal reminders, FlexNet Operations instead sends the expired entitlements message to the address you specify for the system configuration setting, Renewal Failed Notification Email (optional). If there are no end users who have subscribed to receive renewal reminders and no valid email address specified for Renewal Failed Notification Email, then FlexNet Operations does not send any renewal reminders for that account, even if the Expired Entitlements job finds qualifying, expired entitlements.
Tip:To receive renewal reminders, end users must select the Expiring Entitlements Email check box in their user profiles.
Important:End users must have the View Expiring Entitlements permission to subscribe to see the Expiring Entitlements Email check box in their user profiles, receive expired entitlements messages, or see the Expiring Entitlements page in the End-User Portal. (End users with the Portal Administrator User role have the View Expiring Entitlements permission by default.)
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