Archiving Accounts or Agreements in MyEverBright

Background

There have been numerous occasions where a support agent has reached out to me (Ryan Izuno) asking to have an old agreement/account cleared off of a current homeowner’s user inside MyEverBright. This document is written to provide guidance on what to do in this situation, and how to check to ensure data can be archived from the homeowner’s account in MyEverBright.

The main reasons why extraneous accounts & agreements may end up on a user’s account in MyEverBright are:

1. a contract was sent to the homeowner, and signed, but the contract was Voided before it moved to the next step (in the Contract phase of the platform)

2. a contract was signed by the homeowner, the Ops workflow was started, but the the workflow got canceled (in the Ops phase)

3. A homeowner signs a contract at the same address with two different sales orgs/installers. We have blocks in place at the m1 approval stage for Deal Processing so that two contracts cannot move forward past m1 - but that doesn’t stop the two agreements/contracts being imported to MyEverBright.

Data Checking

Typically, what is raised from the support team is an extraneous record (account or contract) on a homeowner’s account record in MyEverBright. So, the account or agreement is already known to be not relevant for the homeowner.

In these situations, the resolution is simple:

• If the situation is #3 above:

  • this means that the account is what needs to be archived. To ensure this is safe to do, make sure that the active agreement for the homeowner is NOT linked to the extraneous account.

  • to then archive the account, click the archive button that is in-line with the Account section of data:

    • Open

      

• If the situation is #1 or #2 above:

  • it’s a good idea to double check the contract ID that you do want to keep active for the customer. This is labeled next to “Agreement” on the agreement section in MyEverBright. To validate:

    • go to the Operations tab

    • find the active workflow for the customer

    • click on the “Additional contract details” option in the “Contract Details” section.

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      Open

      

    • once opened, expand the “identifiers” section (the first section) and find the “Homeowner Contract ID” field.

    • you can use the above to cross-reference with MyEverBright.

  • Once the above is validated, and you want to go ahead and archive a voided or canceled agreement, you will click the “Archive” button that sits just above the “System” section on MyEverBright: