Cloud Trial Managed Instances

Difference from paid instances

The difference from paid Managed Instances:

1. During the trial period, Sourcegraph is covering all the infrastructure and licence costs.
2. Trial Managed Instances have the GCP label instance-type=trial, which allows to filter them.
3. Trial Managed Instances are monitored for trial expiration period (default 30 days). When a Trial Managed Instance expires, the instance requestor has to decide to:

• extend the trial period
• convert to paying customer
• teardown the Trial Managed Instance

Request Trial Managed Instance

The requesting Trial Managed Instance process is similar to paid one, except it’s raised by opening a trial managed instance request issue

New Trial Managed Instance create SLA (since 27th of September 2022)

SLA for trial Managed Instance creation

Architecture

Managed Instance architecture

Trial Managed Instances sizes

Trial managed instances default to small and reasonable defaults (see issue template):

Technical details

Monitoring Trial Managed Instances

Trial Managed Instance are automatically checked daily for expired trials. If Trial Managed Instance period exceeded 30 days, it will notify Cloud Team on Slack channel #cloud-notifications. Cloud Team will notify instance requestor and ask for choosing one of the options:

• extend the trial period
• convert to paying customer
• teardown Trial Managed Instance

End of trial

After 30 days of trial, the Growth Team (DRI Malo Marrec) will be responsible for making sure one of the three following next step is triggered, after consultation with the account owner (if any):

• extend trial managed instance
• convert trial to paid customer
• teardown the managed instance

Picking one of those three next steps is due with 5 days after the end of the 30 day trial period. In the future, this process will be automated.

Extend Trial Managed Instance

When trial expires and should be extended (by default 30 days), the instance requestor will create Managed Instance Trial Extend Github issue. Cloud Team will add trialAdditionalDays to customer config.yaml to ensure extended trial period is monitored.

Convert trial to paying customer

When customer has decided to sign the deal, instance requestor will create Managed Instance Convert Trial to Paid Github issue. Cloud Team will modify GCP label instance-type=production.

Teardown Trial Managed Instance

When trial expires and customer do not wish to sign the deal, instance requestor will open Teardown Managed Instance request

Trial Managed Instance creation flow

1. New trial managed instance request issue is open by CE or Growth Team (DRI Malo Marrec)

2. Based on the time of issue creation:

   • Within Cloud Team working hours (Monday to Friday - 7:00 AM GMT - 10:00 PM GMT)
     • GitHub Integration will send alert to cloud-trial-creator Opsgenie route
     • This alert will notify Cloud Team member, who should Acknowledge the alert and proceed to p.3
   • Outside of Cloud Team working hours
     • Cloud Team will receive new Trial Managed Instance request via email and on-call person should proceed to p.3 withing 1 working day

3. Create Trial Managed Instance

   Trial Managed Instance should be created according to the Managed Instance create process.

   Important:

   • Instance type should be trial
   • Instance size should be small
   • Customer name has to be max 10 characters (GCP project name limit - sourcegraph-managed-SLUG cannot execeed 30 characters). If customer SLUG has more characters:
     • set customer endpoint to SLUG.sourcegraph.com
     • set customer with SLUG trimmed to 10 characters
   • Other parameters should be used from New Trial Managed Instance request.

4. Finalisation

   • A Cloud team member needs to sign in to the instance through basic authentication to apply the license key in order to have the SSO option available. Credentials of the default admin users of each instance could be found in the GSM of the respective GCP projects.
   • When giving customer access is done via comment in New Trial Managed Instance request issue, alert in #cloud-notifications should be closed.
   • Also add the cloud-trial/instance-ready label on the instance request issue. This will trigger an alert in #cloud-trial-alerts.

FAQ

1. How to check trial Managed Instances owned by Customer Engineer

• open Github Action
• click Run workflow
• choose Instance type -> trial (required)
• type CE email responsible for Managed Instances -> CE email (optional, without it will list all trials)

For other questions please use Managed Instance FAQ