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Remove VicNet or VicDocs from Service Level

Removing VicNet or VicDocs from your account's service level can have an impact beyond simply lowering your account's monthly service fee, and removing your ability to access the modules. This help topic outlines the impact of removing the optional modules, and the additional steps that must be taken when you remove the features.

Account holders are free to change their service level at any time. The exception is if your account is currently on Hold and you initiated the Hold period yourself. In this case, you must reinstate your account before you can change your service level.

Removing VicNet from Your Service Level

Changes to an account's service level must be made in the Volgistics Store for the account. If you need help with how to access the Store to change the service level, please see Change Account's Service Level.

Normally when you remove VicNet from your account's service level, it simply means that your account will be limited to using VicNet on a trial basis. This means your volunteers and Coordinators can only access VicNet a total of 15 times (for the entire account) each month and after this no one will be able to use VicNet until the count resets on the first of the following month.

However, if your account has text messaging enabled, and you try to remove VicNet, a message will appear to let you know that you cannot remove VicNet until you disable text messaging first. The reason for this is that VicNet is required to allow volunteers and Coordinators to do things such as opt-in to text messaging and change their message preferences.

If you see a message that you cannot remove VicNet, an Administrator level System Operator will need to disable text messaging. VicNet provides the interface that volunteers and coordinators use to opt-in to text messaging and manage their preferences, so it's required when text messaging is enabled. After text messaging has been disabled, you will be able to remove VicNet from your service level.

Removing VicDocs from Your Service Level

Changes to an account's service level must be made in the Volgistics Store for the account. If you need help with how to access the Store to change the service level, please see Change Account's Service Level.

When you remove VicDocs from your account's service level, the end result is that documents uploaded to volunteer, Coordinator, and Site, Place, and Assignment records will no longer be available. Here is how this works:

  • Access to the Docs tab on Coordinator, Site, Place, and Assignment records will be removed. Operators will still be able to see the Docs tab on volunteer records (if their rights allow).
  • Operators will be able to see documents that have been uploaded on the Docs tab of volunteer records (if their rights allow) for 5 days after VicDocs is removed. However, they will not be able to open any documents except the PDF files for completed application forms.
  • If you add VicDocs back to your service level within 5 days from the date it is removed, access to the Docs tab on all types of records, and the documents on these tabs, will be restored.
  • When you remove VicDocs, there will be an option to have all documents in the account saved to a zip file. The zip file will be available on the In Box tab of your Volgistics mailbox for you to download to your local system, but this must be done within 5 days from the date VicDocs is removed. After 5 days, the zip file will no longer be available.
  • After 5 days pass from the time VicDocs is removed, the system will automatically clear all documents from the account except for the PDF files for completed volunteer application forms. After this occurs, if an account wishes to use VicDocs again, they will need to upload each document individually to each record's Docs tab again.

Because of the ramifications listed above, Volgistics requires an Administrator level System Operator to remove VicDocs from an account's service level. The radio button to remove VicDocs will be disabled unless the person accessing the Store has logged in to the Store using the email address and password of an Administrator. The Administrator will need to verify that VicDocs should be removed by entering her or his password.

Service Levels and Invoices

Your account's service level controls how many volunteer records you can track, how many users can access your account, and which optional modules (such as VicNet and VicDocs) are available. In contrast, the Order-Invoice is simply a document created as part of the Pre-payment method to pay the service fee. By design, the invoice can have different levels selected than the account's current service level. This is necessary to allow accounts to plan for future changes.

Aside from the initial invoice to convert a trial account to a paid account, paying an invoice with a service level different than the service level currently in place for the account will not change the actual service level of the account. This allows organizations to control when service level changes take effect. An Administrator for the account, or someone with the Accounting Access Code, will need to follow the steps in Change Account's Service Level when the organization wants their actual service level to change.