Cases in the Admin PortalCopy Anchor Link

The Overview and Cases screens answer the questions a case list in Discover cannot: which cases have Claira, on which plan, how many tokens they have left, when they were activated, when their plan changed, and when they deactivate or did. A case's own page goes further: from there, an organization admin can change the case's plan, deactivate it, delete its data once it is deactivated, and download its billing reports.

OverviewCopy Anchor Link

The Overview is the landing screen after the Verified card. It opens on what needs you, then the figures, then what happened.

Needs attention comes first, and only when there is something to act on: cases whose token balance is low against their monthly grant, downgrades booked for a future date, and deactivations booked for a future date. Each item opens its case. When nothing needs attention, the section is not shown at all.

The same area shows unattributed activations, if there are any: cases activated under your Nuix organizations before your organization ID was configured in Discover. They still run, but they are not on your invoice until they are attributed. Contact support if you see this notice.

Five figures follow:

Recent activity runs across the full width below the figures: the latest activations, deactivations and plan changes, with a link to the full Activity feed.

The Cases screenCopy Anchor Link

Tabs switch between Active, Deactivated and All cases. The search box matches case name, case number and Nuix organization. Filters narrows the list by plan, by billing method, and by demo or test cases (include them, show only them, or hide them); the button shows how many filters are on, and Clear filters removes them all.

Each row shows:

A badge on each case also says which Discover API token it uses for background processing: Organization token, a person's own token ({user}'s token), or No token. See The organization's Discover API token.

A case's detail pageCopy Anchor Link

Choose a case to open its page. Next to its name, badges show whether the case is Active or Deactivated, Deactivates {date} while a deactivation is booked, Deletion on {date} while a data deletion is scheduled, Data deleted once it has run, and Demo for a demo or test case. The actions described below sit at the top right: Manage plan, Billing reports and More actions. An action your role does not allow is not shown; an action that exists but cannot be taken yet is shown greyed out, and hovering it says why.

The page then shows:

• Lifecycle dates: when the case was activated, when its plan last changed, when it deactivates, and its own plan cycle (which runs from its activation date and is what a booked downgrade waits for).
• Four figures: Tokens available, against the monthly grant; Used this cycle, with the cycle's dates; Overage, in tokens and in money at your region's overage rate; and Next invoice or charge, which is either the card renewal date and amount, or this case's amount on the invoice window that is open now. The last figure is an estimate before any partner discount. For a deactivated case, or a demo or test case, it says that nothing more is billed for the case.
• Plan and billing: the plan and its monthly price, since when the case has held it, how it is billed (monthly invoice or credit card), whether scans may run past the token balance, the overage balance, the Demo or test case switch on monthly-invoice cases (see Demo or test cases), and the card payments for card-billed cases.
• People on this case: everyone on the case with their role, whether they are still active, when they were last seen, and how many tokens they used this cycle. Tokens used by an automated process, or by someone with no contact record, are listed on their own line.
• Usage by media type: this cycle's tokens split by document type.
• Token activity, every token movement: scans, bulk tasks, Insight charges made before Insights became free, monthly grants, purchases, refunds.
• Plan history: every plan the case has held and when.
• Billing reports: see Billing reports below.

Changing a case's planCopy Anchor Link

1. Open the case and choose Manage plan.
2. The dialog lists every plan with its monthly price and its monthly tokens. Your current plan is marked Current plan. Each other plan says when the change would apply: Upgrade applies now, or Downgrade applies on {date} (the end of the case's current billing period).
3. Pick a plan, choose Review change, read the confirmation, and confirm.

What happens depends on the direction and on how the case is billed:

• Upgrade, card-billed case. The plan changes at once. The card on file is charged the prorated difference now, and the new plan's monthly tokens are added right away.
• Upgrade, card-billed case with no card subscription yet. The plan says Continue to Stripe to add a card. You continue to Stripe to enter payment details, and the plan changes once the payment goes through. Back on the case page, a message confirms the payment; the new plan appears within a minute. If you cancel on the Stripe page, nothing changes.
• Upgrade, monthly-invoice case. The plan changes at once, its fee appears on your organization's monthly invoice, and its monthly tokens are added right away. Monthly invoicing must be enabled for the Discover portal the case was activated from; if it is not, the dialog says so and suggests contacting support.
• Downgrade. The case keeps its current plan until the end of its billing period, then moves to the new one. Your token balance is not touched. Until that date, the dialog shows the booked change with a Cancel scheduled change button, and the change also appears under Pending plan changes on the Billing screen.

Cancelling a scheduled change. Open Manage plan and choose Cancel scheduled change, then confirm. The case stays on its current plan. A change whose date has already passed can no longer be cancelled.

While a deactivation is booked, the plan cannot change: the dialog asks you to cancel the deactivation first. A deactivated case's plan cannot change from the portal; reactivating a case stays in Claira, in Discover.

If someone else changes the plan while your dialog is open, the portal refuses your change and shows the current plan instead, so a change is never made on out-of-date information.

Who is emailed. A plan change you make here is emailed to the people who receive plan emails on this case (see Email preferences) and to you. The email says which organization admin made the change from the Admin Portal.

Cancelling a scheduled change emails only you. When you cancel a scheduled plan change, Claira confirms it to you alone. The case's plan-email recipients are not told, because the change they were told about is not happening. If Claira has no email address for your account, the cancellation still goes ahead and the portal tells you that no confirmation was sent.

Deactivating a caseCopy Anchor Link

From the portal, a case is always deactivated at the end of its current billing period, never immediately.

1. Open the case, choose More actions, then Deactivate at period end.
2. The confirmation states the date. Until then the case keeps working. On that date Claira is switched off in the case and its remaining tokens are removed. A card subscription ends at that date; a monthly-invoice case stays on your invoice for the window that includes that date.
3. Confirm. The case shows Deactivates {date}, and the deactivation appears under Pending plan changes on the Billing screen.

To keep the case active, choose More actions, then Cancel scheduled deactivation, before that date. Once the billing period has ended, the deactivation can no longer be cancelled: reactivate the case from Claira in Discover instead.

The people who receive plan emails on this case, and you, are emailed when you book a deactivation, and the email names the admin who acted. Cancelling one emails only you, wherever it is cancelled: in the portal or in Claira inside Nuix Discover. The case team is not told that a deactivation it was warned about is no longer coming.

Deleting a deactivated case's dataCopy Anchor Link

Deleting a case's data is permanent, so it always takes two steps: first the case is deactivated, then its data can be deleted.

1. Deactivate the case at the end of its billing period (above). Until that date, Delete case data is shown greyed out; it becomes available once the deactivation has taken effect.
2. Choose More actions, then Delete case data.
3. The dialog lists what is deleted and what is kept, with a link to Deleting a case's data, and states the date the deletion will run.
4. Type the case name exactly as shown (capital letters do not matter), then choose Schedule deletion. The button stays unavailable until the name matches.

The deletion runs after a 7-day grace period. Until then the case shows Deletion on {date}, and you or the case team can cancel it: in the portal, choose More actions, then Cancel scheduled deletion. Reactivating the case from Claira also cancels it. After several wrong names in a row, the portal asks you to wait 15 minutes before trying again.

The people who receive plan emails on this case, and you, are emailed when you schedule the deletion. Cancelling it emails only you, whether you cancel here or the case team cancels in Claira: the confirmation goes to whoever cancelled, and to nobody else.

Billing reportsCopy Anchor Link

Choose Billing reports at the top of a case's page to open the case's reports. Each row is one billing cycle, newest first: its dates, the tokens consumed, the overage, the amount, and links to the Stripe receipts for card payments. For an active case, the first row is the Current cycle (in progress). A deactivated case lists its closed cycles, ending with the one in which it was deactivated.

• The download button on a row saves that cycle's report as a PDF. Download all saves one report covering every cycle.
• The report is the same Billing Report the case team downloads in Claira, with an Amounts section added: the plan fee, the overage, any token packs added to the monthly invoice during the cycle, and the subtotal, plus what was paid by card.
• Amounts use list prices before any partner discount. Your invoice or Stripe receipt remains the record of what was charged. A monthly-invoice amount, and the amount of the cycle in progress, are marked Estimate.
• A case marked as a demo or test case is noted as left off your invoice.
• Reports stay available after a case's data has been deleted, because billing records are kept. The card then notes the date the data was deleted.

Opening a case's billing reports is recorded in the Activity feed as a billing report download.

What stays in DiscoverCopy Anchor Link

Some case actions stay inside Claira in Discover, with the case team:

• Activating Claira in a case, and reactivating a deactivated case.
• Switching a case between card billing and monthly invoicing.
• Buying token packs.
• Deactivating a case immediately and deleting its data in one step.

Need help? Contact us at support@claira.to.