The following process should be followed to Off-board Clients from Nimbus:
When you lose a Client from the Business it is important to reflect that loss in your Nimbus account.
Important to do first - Export Client History
First before archiving a client in XPM we advise, you do an export of that client’s history, then once you have this csv upload this into the client folder. The client history is not kept once a client is archived.
Now you can go to XPM and archive the client.
Close the Client Entity in MYOB AE
Close the Client Entity in MYOB AE and then wait for the sync from MYOB AE to Nimbus to complete.
The Client Entity information will no longer display on the Client Grid.
Determine if any related Contact(s) need to be kept in Nimbus:
Where a Client Entity is Closed in MYOB AE (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.
When a Client Entity is archived in XPM (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.
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.
Archive any Client Documents:
If the Client Entity contained files in the Client Folder, these will files still be accessible via the Documents menu (the client folder will become a Green folder). If you do not wish for these documents to be available via the Documents menu, the Client folder can be deleted, which then moves all content to Archive. To do this, navigate to the Green Folder, edit the Folder Properties, and click the Delete button. A warning is displayed advising that x number of files will be Archived and that the Green folder will be deleted.