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Suspend Subscriptions

Zuora

Suspend Subscriptions

This guide will walk you through the steps to suspend a list of subscriptions. There is also an option to specify a future billing period to resume the subscription and extend the terms. The end result is three subscription amendments: suspend subscription, resume a subscription for a specific billing period, and extend the subscription term.  There are two steps to execute this workflow.

Data changes caused by workflows cannot be undone. Zuora recommends that you fully test your workflows in the Zuora API Sandbox environment before running them in the Production environment.

Overview

What is it?

The Suspend Subscription workflow allows you to suspend a list of subscriptions, along with options to resume and extend the subscription at a future date. 

Why does it matter?

To quickly respond to the COVID-19 business impact, this workflow will allow the suspension of a list of subscriptions. If your business is seeking to suspend subscriptions for a number of billing periods, this workflow is an efficient way to do so. 

How does it work?

The Suspend Subscriptions workflow iterates through a list of subscriptions and creates a subscription amendment. If you also opt to resume and extend the subscription period, the end result would be three amendments per subscription. The user will define:

  • Subscriptions - this list of subscriptions to suspend
  • Auto Resume - this is an optional parameter to resume the subscription after a number of billing periods
  • Auto Extend - this is an optional parameter to extend the subscription term date after a number of billing periods
  • Number of Billing Periods - this value defines the number of billing periods to suspend the subscription

The workflow also includes two settings that will be prompted when you run the workflow (i.e. these are parameters that can be configured when you execute the workflow).  The template will default to have the subscriptions suspend as of the last invoice period. However, if you wish to have a suspension period which does not match the billing period structure, a couple of override settings have been included:

  • Use Specific Suspension Period Type: If checked, the workflow will look at the next field named Suspension Period Type.
  • Suspension Period Type: The valid values here are Day, Week, Month, or Year. The value in the input file (column name is Number of Billing periods) will determine the number of days, weeks, months, or years to apply the suspension.

Note that no invoices will be created by this workflow.

Getting started

Data changes caused by workflows cannot be undone. Zuora recommends that you fully test your workflows in the Zuora API Sandbox environment before running them in the Production environment.

Step 1: Create a list of subscriptions

In this step, create the input file to be used by the workflow.

Steps

Description

Create your list of invoices

Create a CSV file to capture your list of subscriptions that you want to suspend. Your file can include the following columns:

SubscriptionNumber, AutoResume, AutoExtend, NumberOfBillingPeriods 

• The SubscriptionNumber value identifies all the subscriptions that you want to suspend.

• The AutoResume value is either Y to auto-resume, or N.

• The AutoExtend value is either a Y to auto-extend the subscription term date, or N.

• The NumberofBillingPeriods value is the number of billing periods that you want to suspend. This number will also be used to define the number of suspension periods (Day, Week, Month, Year) if a different suspension period type is used.

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Here is an example CSV file that you can view or download: Suspend_Subscription_example.csv

You can use Datasource Export to create your file.

Step 2: Execute the workflow to suspend subscriptions

In this step, execute the workflow.

Steps

Description

Navigate to workflow

Navigate to Platform > Workflow.

Create a new workflow

In the Workflows tab, click the plus icon (+) and click From Template > COVID-19 > Suspend Subscriptions.

Open the workflow

Click the workflow, and you will see the following.

Suspend_Subscriptions_Workflow.png

Workflow tasks overview

You will notice a number of tasks in this workflow:

• Suspend Subscription: This is the starting point; clicking on the arrow will open up a prompt to enter the list of invoices (CSV file), and other input parameters.

• Get Subscription Info: This check will determine whether your tenant is using the Invoice Settlement feature.

• Using Orders or Amendments: If the Orders feature is enabled, then a suspend order will be created; otherwise, a subscription amendment will be created.

• Get Subscriptions with Failed Amendment: In the case of a failure in creating an amendment, the list of subscriptions that failed will be emailed to the email address indicated in the parameters.

Input parameters

Click on the arrow in the green box. When prompted to confirm, click OK.

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The new workflow run window will open. You need to specify input parameters for the workflow.

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1. Orders Option: Select this box if you are using Orders.

2. Click Choose File and select the file that you created in Step 1. Note that a file is needed to execute the workflow. The file will require the Subscription Number, Auto Resume, Auto Extend, and Number of Billing Periods columns.

3. Enter the email to be sent an attachment with the list of subscriptions that failed to be updated (note that an email will not be sent if there were no errors found).

4. Use Specific Suspension Period: Select this option if you want to specify the specific suspension period, rather than the default billing period.  

5. The Debug_Only option is selected by default. This setting allows you to test to see which subscriptions would have been updated, but not actually execute the change.

Execute the workflow

Data changes caused by workflows cannot be undone. Zuora recommends that you fully test your workflows in the Zuora API Sandbox environment before running them in the Production environment.

After you click Run, the workflow will execute.

You can view the results in the Run History tab.

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Clicking Tasks will show you the results of each task.

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Suspend order is created

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Subscription amendments

Three subscription amendments will be created if you opted to suspend, resume and extend the subscription.

Suspend subscription amendment:

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Resume subscription amendment:

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Extend subscription amendment:

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