End Service Agreement

Learn about the process behind Ending a Service Agreement in Maica

The End Agreement process in Maica is an automated system event that manages the structured conclusion of a Participant’s Service Agreement. It ensures that once an Agreement is ended, all associated records are updated consistently — including Agreement Items, Appointments, and Delivery Activities — while maintaining audit integrity and data alignment across the system.

Purpose

The process allows Providers to conclude Service Agreements in a compliant, auditable, and system-driven manner. When a Service Agreement is ended (either immediately or on a future date), Maica:

• Updates the End Date, Status, and Cancellation Reason on the Service Agreement

• Aligns related Agreement Item End Dates

• Cancels all Appointments and Delivery Activities scheduled after the End Date

• Runs a scheduled process to automatically mark the Agreement as inactive once the End Date has passed

Technical Overview

The End Agreement process operates through a combination of Automation and Validation Rules. All actions are initiated from the End Agreement Quick Action, available on active Service Agreement records.

Component	Type	Purpose
End Agreement	Quick Action	Launches the Service Agreement cancellation process.
Maica – Cancellation Automation – Service Agreement	Screen Flow	Core automation handling cancellation logic, field updates, and record queries.
Maica – Service Agreement Cancellation Scheduler	Scheduled Record-Triggered Flow	Executes at midnight following the End Date to finalise the Agreement status.
GetServiceAgreementCancellationInvocable	Apex Class	Retrieves and processes related Agreement Items, Appointments, and Delivery Activities efficiently.

Logic Summary

Service Agreement Updates

When a user confirms an Agreement end:

• maica_cc__End_Date__c → updated to entered End Date

• maica_cc__Cancellation_Reason__c → populated from user input

• maica_cc__Cancellation_Reason_Other__c → populated if “Other” selected

• maica_cc__Status__c → set to Cancelled (if End Date = today)

• If End Date is in the future, record remains Active until midnight on that date

Validation

• VAL_SERVICE_AGREEMENT_0006: Ensures “Other” details are entered if “Other” is selected.

• VAL_AGREEMENT_ITEM_0003: Prevents Agreement Items from falling outside Service Agreement date boundaries.

Agreement Item Alignment

All Agreement Items linked via Service_Agreement__c are updated so that:

• maica_cc__End_Date__c = Service Agreement maica_cc__End_Date__c

• If an Agreement Item’s existing End Date is earlier, it remains unchanged.

• If an Agreement Item’s Start Date is after the new End Date, the Start Date is cleared to bypass validation conflicts.

This maintains strict date consistency between the Service Agreement and its Agreement Items.

Appointment and Delivery Activity Handling

1:1 Appointments

For Appointments where the Participant is the only attendee:

• maica_cc__Status__c = Cancelled

• maica_cc__Cancellation_Date__c = DateTime.now()

• maica_cc__Cancellation_Reason__c = Service Agreement Ended (added as new picklist value)

All linked Delivery Activities are also updated:

• maica_cc__Status__c = Cancelled

• maica_cc__Billing_Status__c = Do Not Bill

Group Appointments

For multi-participant Appointments:

• The Appointment remains Active

• Only Delivery Activities where maica_cc__Participant__c = [ending participant] are updated to:

  • Status = Cancelled

  • Billing Status = Do Not Bill

This ensures that ending one Participant’s Service Agreement does not affect others in the same session.

Scheduled Cancellation

If the End Date is set to a future date, the Service Agreement remains active until midnight on that date. At midnight, the Maica – Service Agreement Cancellation Scheduler flow runs and finalises the cancellation automatically.

Field	Update
maica_cc__Is_Cancelled__c	TRUE
maica_cc__Status__c	Cancelled

The End Agreement Quick Action is also hidden once Is_Cancelled__c = TRUE. Quick Action visibility is driven by Is_Cancelled__c rather than Active__c, ensuring that Agreements ended early but still within date range are handled correctly.

Key Fields

Object	Field	Purpose
Service_Agreement__c	maica_cc__End_Date__c	Defines the last valid date of the Agreement.
	maica_cc__Cancellation_Reason__c	Captures the primary reason for cancellation.
	maica_cc__Cancellation_Reason_Other__c	Records further detail if “Other” selected.
	maica_cc__Is_Cancelled__c	Indicates whether the Agreement has been finalised by the scheduler.
Agreement_Item__c	maica_cc__End_Date__c	Updated to match the parent Service Agreement.
Appointment__c	maica_cc__Status__c, maica_cc__Cancellation_Date__c, maica_cc__Cancellation_Reason__c	Populated when an Appointment is cancelled.
Delivery_Activity__c	maica_cc__Status__c, maica_cc__Billing_Status__c	Defines whether the Delivery Activity should be billed.

Example Scenarios

Scenario	System Behaviour
Immediate Cancellation	If End Date = today, all records update instantly and the Agreement is cancelled immediately.
Future-Dated Cancellation	The Agreement remains active until the End Date passes; scheduler finalises the cancellation at midnight.
Participant in Group Appointment	Only the Participant’s Delivery Activities are cancelled; the Appointment remains active for others.
Agreement Item Date Conflict	Start Date cleared if it falls after the new End Date to avoid validation failure.

Technical Architecture Summary

Trigger: End Agreement Quick Action (Service_Agreement__c)
      ↓
Flow: Maica – Cancellation Automation – Service Agreement
      ↓
Apex: GetServiceAgreementCancellationInvocable
      ↓
Record Updates:
   • Service_Agreement__c (End Date, Status, Reason)
   • Agreement_Item__c (End Date alignment)
   • Appointment__c (Cancel future Appointments)
   • Delivery_Activity__c (Cancel future records)
      ↓
Scheduled Flow: Maica – Service Agreement Cancellation Scheduler
      ↓
Final Outcome:
   • Agreement marked Cancelled
   • Quick Action hidden
   • Participant removed from future sessions