Assignment Roles for Subscription Item Class
The Enable Assignments option on the Subscription Item Class allows the buyer of a Subscription to assign the Subscription and its benefits to others within their organization. This is commonly used with Company or Organizational Memberships that provide the option to assign the subscription and its benefits to other Contacts associated with the Company.
When using the Enable Assignments option, you will create Assignment Roles to determine who within the organization has the ability to manage the subscription for the assigned Contacts in the Community Site. By default a subscription-based Item Class is given one default assignment role. This allows the buyer the ability to manage their own membership when they purchase the Subscription Item.
Create Assignment Role:
The ability to manage, renew, and cancel the subscription for assigned Contacts can be set by creating different types of Assignment Roles. This is done via the Assignment Roles related list on the Subscription Item Class.
Set Assignment Roles on a Subscription Item Class:
In order to enable Assignments on the Item Class for the subscription, at least one Assignment Role must first be created.
Navigate to the Item Classes tab and [Select] an existing Subscription Item Class that you want to enable Assignments on. The Item Class record will open on the Details page.
[Click] Related to access the related lists page. [Click] the New button. The New Assignment Role modal will open.
In the Information section, [Enter] the desired name of the Assignment Role in the Assignment Role Name field. Fonteva recommends an Assignment Role titled Primary Member for those who can modify assignment and Standard Member for all those who have the membership but cannot manage it.
Configure the Assignment Role by [Checking] the desired Assignment Role options. At a minimum, at least one Assignment Role must be created with the Is Default and Is Active checkboxes enabled if using Enable Assignments on a Subscription-based Item Class. If the Assignment is not the same as the Contact or Account on the Sales Order, users must navigate to the Sales Order record to identify the Contact or Account purchasing the subscription:
Is Active- This checkbox must be enabled in order to select the Assignment Role for the Assignment.
Is Default- Designates the Assignment Role as default if one is not specified when assigning the subscription to others in the Portal. It is NOT recommended to check Is Default if you are checking Is Primary. If Is Primary and Is Default are both checked and no assignment role is selected, then the default Assignment Role will give everyone options to manage the subscription. Managing the subscription provides the option to assign, manage, renew, or cancel the subscription.
Is Primary- Grants the ability to assign, manage, renew, or cancel the subscription in the Community.
Optionally, in the Additional Information section, [Enter] a description for the assignment role in the Description field.
Repeat the steps to create any additional Assignment Roles.
Once Assignment Roles have been created, you must Enable Assignments on the Subscription Item Class. See the instruction below.
Enable Assignments on a Subscription Item Class:
At least one Assignment Role must be defined before enabling Assignments on a Subscription Item Class.
Navigate to the Item Classes tab and [Select] the existing Subscription Item Class that you want to enable Assignments on. The Item Class record will open.
From the Item Class record, [Click] Edit. The Edit Item Class modal will open.
In the Assignment Options section, [Check] Enable Assignments.
Optionally, [Check] Require Assignments if you have Enable Assignments checked and you want to require that assignments to other's in their organization happens before a sales order is created. In other words before they purchase the subscription.
After Enabling Assignments, make sure to navigate to the Account record and ensure that Restrict Assignment Visibility is disabled to allow staff users to assign additional Contacts within the Account to a subscription plan, and configure Assignment Roles in the Community Site. If Restrict Assignment Visibility is enabled on the Account record, then only the logged in user can assign themselves to a subscription plan.
Proceed to Subscription Plansto continue creating a Subscription.