Client Off-boarding Process - APS

The following process describes the steps involved in Off-boarding Client Entities from Nimbus once the Client has been terminated in APS.

1. Export Client History from Nimbus and save to Client folder

2. Terminate the Client Entity in APS

3. Check if Client Entity has been deleted

4. Check if Contacts have been deleted

5. If Non CDM Customer, determine if Client folder will be deleted from Business Documents area

6. If CDM Customer, determine if Client documents to be moved to Archive area

1. Export Client History:

When a Client entity is deleted from the system, the system will also delete the Client History. If required, this information can be exported to a .csv file and then stored against the Client entity prior to deleting it from the system. This file is then kept in the Orphaned Client folder.

For more detailed information on Client History, please refer to this linked article.
Client History

2. Terminate the Client Entity in APS:

When you have terminated the Client in APS, you will need to wait for the next sync cycle to update the deleted Client in your Nimbus account.

3. Check if Client Entity has been deleted:

When a Client Entity is deleted from the Nimbus system, the following occurs:

• Email jobs previously sent to the Client entity, are removed from the Email Jobs grid and no longer display (only relevant if you subscribe to Email Jobs)

• If a Client Entity is NOT removed from the Nimbus Client Grid, it means that there are Email Jobs with Documents for Signature.  In these cases, the Client entity may be deleted manually if required.

  • All historical email jobs are recorded in the Client History

• All Client History is deleted

  • This information can be exported from Nimbus to a .csv file and then stored against the Client entity prior to deleting it from the system

• Once the Client Entity is deleted, the Client folder is retained in the system as an Orphaned Client folder containing all Client documents.

  • This folder is visible via the Documents menu and is shown as a Green Business Folder

4. Check if Contacts have been deleted:

Where a Client Entity is terminated in APS (and therefore removed from the Client grid in Nimbus), and any related Contacts have a login, AND they are not related to any other Client Entities, then the Contact(s) become editable and may be deleted.

Where a Client Entity is terminated in APS (and therefore removed from the Client grid in Nimbus), and any related Contacts DO NOT have a login, AND they are not related to any other Client Entities, then the Contact(s) are removed from Nimbus.

5. Delete any Client Documents:

When the Client Entity is deleted from the Client Grid, the system will move the folder to the Documents menu (the client folder will become a green business folder) IF it contains documents / files.

If you wish to remove all files and the folder from your Nimbus account, click the blue edit arrow for Folder Properties, and click the Delete button.

6. CDM Customer - Move Client Documents to Archive

For CDM customers, once the Client is deleted from Nimbus, the system will move the Client folder containing files to the Documents menu, as a green business folder.

If you wish to move all documents to the Archive area, edit the folder properties and delete the folder. The folder will then be deleted, and the files will be moved to archive.

For iManage integrations only

If you do NOT wish to retain Client documents in the portal:

1. Access FileSite and mark each of the files, which have previously been shared with Nimbus as “To be removed”. Wait for the synchronisation process to complete and then login to Nimbus to ensure these files have been removed from the relevant Clients yellow folder.

2. Access the Clients yellow folder in Nimbus and manually delete all files that have been shared by the Client with Nimbus by clicking the 

   Open

   

   icon.

3. Access APS and change the Nimbus Portal Attribute on the Client Entity to show that the detail will no longer be shared with Nimbus. Wait for the synchronisation process to complete.  The Client Entity will no longer be shared with Nimbus and will not be visible via the Client grid.

4. Determine if the Contact is still related to other Client Entities.

   1. If Yes, the Contact will still be able to login to the Portal and access information for those other Entities.

   2. If No, the Contact will still be able to login to the Portal, but will not see any folders / information.

      1. Delete the Contact from Nimbus. The contact will no longer be integrated via APS.  The Contact can either be deleted, or can be edited to no longer allow access.

      2. To delete the Contact, access the Contact grid, filter to locate the Contact, edit the Contact and delete the record.

If you DO wish to retain Client documents in the portal:

1. Access APS and change the Nimbus Portal Attribute on the Client Entity to show that the detail will no longer be shared with Nimbus. Wait for the synchronisation process to complete.  The Client Entity will no longer be shared with Nimbus and will not be visible via the Client grid.

2. If there were any files stored in the Client folder, these will not be automatically deleted from Nimbus. These will now be stored in an “orphaned” folder accessible via the My Folders menu.

3. Determine if the Contact is still related to other Client Entities.

   1. If Yes, the Contact will still be able to login to the Portal and access information for those other Entities.

   2. If No, the Contact will still be able to login to the Portal, but will not see any folders / information. Note that the Contact cannot be removed from the system

      1. Delete the Contact from Nimbus. The contact will no longer be integrated via APS.  The Contact can either be deleted, or can be edited to no longer allow access.

      2. To delete the Contact, access the Contact grid, filter to locate the Contact, edit the Contact and delete the record.

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