**INTERNAL ONLY**

How to check for new Councils

When a council becomes a Hot Issue NLIS send us an email that state NEW HOT ISSUE along with the Councils name. This can be checked by searching NLIS Hot Issue in Zendesk and filtering to show the newest tickets by clicking on Requested - this will then show the newest tickets at the top.

Compare those most recent emails to the OLAS Hot Issues tab on TRT Cases.xlsx this will allow you to establish if this council has been processed.

How to process a new Hot Issue Council

Once you have established that this is a new council to be processed please follow the below steps:

• Create a Hot Issue Council Article - There is a template that has been created here: **Council Hot Issue Template** follow the steps laid out in the template and complete the sections with the data provided in the email from NLIS.
• Save the Template and assign to David Garwood providing him with the dates in which you require the Article to be live.
• Once you have received confirmation that the Article has been published, you must then create a Macro for this Council - duplicate an exciting OLAS Council Marco and amend accordingly, ensuring to enter the link to the Article that is now live.
• Add the Council to the OLAS Hot Issues List on the TRT cases spreadsheet.

How to Update Clients on Delayed OLAS Hot Issue Council Searches

Once the Article and Macro have been completed you are now ready to send updates to clients to inform them of delays in their OLAS search.

How to Export The Data

• Data is available via the following Power BI report: Fulfilment In Progress - Fulfilment In Progress - Power BI

• Ensure that the Fulfilment In Progress by LA Page is selected, export the data by selecting the 3 dots in the right top corner of the blue box as shown below:

  

• Select 'Export Data' and then 'Summarized data' as below:

• Then click export. This will then generate an excel spreadsheet of all open Fulfilment products.

• Apply the following filter to the Products column

  

• And filter the Local Authority column to the Council in question.
• Copy the relevant data from this spreadsheet to the TRT Cases.xlsx  spreadsheet to the corresponding columns. 

How to Send the Updates

• Send the macro to client with subject as: order number – address. 
• Create a Query log and add to core. 
• Mark as completed on the spreadsheet.

What to do when a Council is no longer a Hot Issue

When the issue at the Council has been resolved NLIS will provide an email headed HOT ISSUE CLOSED along with the Councils name.

• Contact the Knowledge Team and ask them to remove the Article.
• Delete the Macro.
• Remove the Council details from the OLAS Hot Issues tab on the TRT Cases spreadsheet.