Terminate an Entity

Terminate an Entity when your firm no longer provides it with Services. It cannot be undone from the Entity’s page.

Before you begin

Only owners can terminate an Entity. Decide whether Jobs your colleagues have already worked on should stay or go.

1. Start the termination

Open the Entity from Clients. Under Client, select Terminate.

2. Confirm the name

Type the Entity’s legal name to continue. Select the copy icon next to the name, then paste it into the box. Select Terminate.

3. Read the warning

Ziffa lists what stops once the Entity is terminated. Select Confirm termination, or Back to change your mind.

4. Review the Jobs

If the Entity has future Jobs, Ziffa shows Review deadline tasks before saving:

• Leave Remove the not-started tasks… ticked to remove Jobs nobody has started. Untick it to keep them as internal work without client alerts.
• Tick Also remove the tasks someone has worked on when nobody will finish that work. Their subtasks go with them. A Job with an invoice always stays.

Select Confirm and save. Read Reviewing Job changes for more detail.

What terminating does

• Status. The Entity moves to Terminated and its lifecycle is locked. The change is recorded in its status history with your name.
• Jobs. No new recurring Jobs are created. The future Jobs you chose to remove are removed. Past Jobs are not touched.
• Folders. Ziffa archives the Entity’s folders in your connected storage, in the background: each folder is renamed with [ARCHIVED] at the end, and the Contact’s access becomes read-only. Folders that no longer exist are skipped.
• Documents. Ziffa stops watching the folders. New files are no longer classified or read, and documents emailed to the intake address are no longer matched to this Entity.
• Billing. No new invoices are scheduled. Existing invoices stay as they are.
• Contact. Once every Entity under a Contact is terminated, the Contact can be deleted.
• No email is sent to the Contact.

Archiving the folders

Terminating doesn’t wait for your connected storage. As soon as you confirm, the Entity is terminated and an Archiving folders card appears at the top of its page, showing progress. You can leave the page; you get a notification when archiving finishes.

If Ziffa can’t reach your storage, for example because the firm’s folder was deleted or moved, the connection needs reconnecting, or the provider is down, archiving fails but the Entity stays terminated. You get a notification, and the card explains what went wrong:

• Try again archives the folders once the connection works again. Folders already archived are not renamed twice.
• Leave as is hides the card when the folders were deleted on purpose, or when you’ll make them read-only in your storage provider yourself. Nothing else depends on the archiving.

Only owners can select Try again or Leave as is. A colleague who manages connected storage can check the connection in Settings → Integrations.