Graced Access
Graced Access Sales Rep Overview
1. Requesting Graced Access from an Opportunity
The graced access process is a process to grant access to subscriptions that an account has agreed to buy, prior to them actually paying for their product.
Graced Access grants licenses to Subscribers who have agreed to purchase a Subscription prior to paying for the license.
By default, opportunities closed with new or upsell line items will have a temporary license assigned to them that will last either 30 days, or until 2/1 of the term year (if opportunity is closed before the start of the term).
From there, reps are required to request graced access extensions for opportunities that are not yet fully paid.
To request graced access from an Opportunity detail page, navigate to the Activation section on the right side of the page and then press "Request Graced Access" (Pictured below and circled)
You can also click the Message Area at the top of the page.
You can also click the Message Area at the Top of Page to request an Extension if Graced Access has already been Granted
Upon clicking on the Request Graced Access button, the below interface will be displayed. There's a button that, when available, will pull last year's payment date for the account and populate that into the projected payment date (1), but if communication with the client has indicated that they intend to pay on a different date, use that date for the Projected Payment Date instead.
Lastly, you will need to add Comments (2) in order for the request to be submitted. Double Click on the Comments section, or click the pencil icon (3) on the far right to begin typing your comments
Below is an example of a request that has been filled out and is ready for submission. When your own requests are complete, simply click Save to submit.
When a request has been created and is pending approval, the below message will display for the Opportunity.
2. Managing Your Graced Access Opportunities
From the new Graced Access Management interface, you will be able to see all of your opportunities that have been granted graced access and are nearing expiration.
Clicking the Paper Airplane button on the side of them will open the Graced Access Request tool for the related Opportunity, making it a great place to manage your existing graced access Opportunities and request extensions as necessary.
Best practice would be to reach out to clients who are nearing this deadline to get a better idea of when they intend to pay, in order to ensure that they don't have multiple extensions processed for them, as each license extension displays as a separate license in their system.
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