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This is for internal use by the PaaS team. Public-facing documentation is located at docs.cloud.service.gov.uk.

Getting data about trial accounts

This guide is for the technical work involved in managing trial and abandoned orgs. We are now enforcing a 3 month trial policy in order to reduce costs. We look for orgs which are older than 75 days because we want to notify them just prior to expiry.

How to get the data

  1. Log into Prod (Ireland)
  2. Run paas-cf/scripts/org-usage-report.rb
  3. Do the same for Prod (London)

Expiring Orgs

These are orgs that have are close to, or have gone over, their trial period.

Our process is still being refined. This work should be carried out as part of a Pivotal story, so for now it should be fine to attach the HTML/PDF output to a comment in the story.

To contact the org managers

  1. Login to Notify. If you do not have login details speak to a senior member of the team.
  2. Select Templates
  3. Select Convert trial period to paid org
  4. Select Send
  5. Select Upload a list of email addresses
  6. Select Choose a file
  7. Choose Desktop/expiring-orgs.csv
  8. Select Send X emails, where X should be the number of people to contact.

We should then mark the story as blocked until seven days have passed. Once this time has passed we can upgrade the quota of the orgs to the next highest non-trial quota.

Abandoned orgs

These are orgs created over 75 days ago, with no users or no apps.

To contact the org managers

At this point the data should be checked with the PM team before proceeding

  1. Login to Notify. If you do not have login details speak to a senior member of the team.
  2. Select Templates
  3. Select Unused organisation removal notice
  4. Select Send
  5. Select Upload a list of email addresses
  6. Select Choose a file
  7. Choose Desktop/abandoned-orgs.csv
  8. Select Send X emails, where X should be the number of people to contact.

We should then mark the story as blocked until seven days have passed. Once this time has passed we can delete the orgs and notify them of deletion. For notification of deletion, follow the steps above but using the template called Unused organisation removed.