Version 3.6 - 06/12/2014

System Updates & Announcements

Service & Showroom

Email

For clients using personal email (their own email providers) please ensure any firewall rules should include servers 199.59.135.5 and  199.59.128.23.  SMTP is no longer going through dealers choice email providers as they are being routed through our new relay.   All responses to emails are going back directly to the choice providers of the dealers. Dealerships using their own email providers should set up SPF records with their hosting providers; the record should look like "v=spf1 ip4:199.59.128.22 -all" or the domain of mailshield02.cirrus9.net which a hosting provider may require.

CASL

Canada's Anti-Spam Legislation (CASL) comes into force on July 1, 2014!

Please contact your Account Management Representative(s) to get started as DealerMine is committed to doing its part to fight unwanted spam by implementing: 

• • a customized "Consent Disclaimer" complying with CASL guidelines and regulations.

  • a "Fetch" function to target those customers where "consent" is required.

  • "OptIn Request Form" providing customers the opportunity to "Opt-In/Out" from future Commercial Electronic Messages (CEM).

  • "Unsubscribe" link on outgoing email(s), giving customers the ability to manage CEM preferences.

  • "Reporting", whereby DealerMine will track Opt-In, Opt-Out and Unsubscribes based upon "expressed" consent.

See CASL for more information

Service CRM

Enhancements - Version 3.6

Admin

• • Branch Access - We have added branch access under the Store Access tab within User Setup for dealerships that have multiple branches.  This will allow you to give access to specific branches only for certain users.  All fields are required when granting branch access.

Call Select Screen

• • New Maintenance Groups - We have added one new maintenance group that will contain ALL for any store/branch you have selected.  The following maintenance groups are now visible on the Call Select screen:

• 1. Maintenance (All) This group contains the total of all VINs due for maintenance, regardless of maintenance group.

  2. Maintenance (3-14 months)  This group contains customers who were in most recently

  3. Maintenance (First Service)  This group contains customers that have not returned for service after purchasing their vehicle. We do allow a 7 day grace period for PDI's; meaning if a PDI is performed within seven days after the delivery date we will consider this a customer not yet returning for service.  This group is vital when focusing on increasing your sales to service retention.

  4. Maintenance (15-18 months) This group contains customers in the last 3 months of the trigger specifications who are in danger of being lost by the dealership.

Profile

• • Email Capabilities - You now have full access to send any email template to customer files that do not contain a vehicle or the contact type is blank.

  • Total Customer Sales - For ERA stores only we will display the total sales on the Profile for each customer file in view; combining department sales totals.  You will see Sales and at times a ? (question mark) icon will be present.  Click the ? to send a request to ERA to update the Sales total for the customer.  Click the label "Sales" at any time to view a full breakdown of the total by department.  (New vehicle sales, Used vehicle sales, Service, Parts and Body Shop)

  • Two new languages have been added to the Customer screen when updating the Language for any customer as follows: Farsi and Armenian

  • Other Name - We are displaying "Other Name" on the Profile under the Customer Name and it can be updated in the Customer Screen.

  • Some Dealerships will notice a (D) in front of their Recommended Maintenances. The (D) represents Dealer Recommended Maintenances, and this is in preparation for our integration with Service Menus. Once we're fully integrated, and Service Menu Maintenances are appearing with the Recommended Maintenances, the user will view an (F) in front of those maintenances. The Factory Suggested maintenances are pending for Release 3.7. 

Book Appointment Form

• Transportation Code - Previously, when a user wouldn't pick a Transportation Code, it defaulted to Drop Off. If the user (for example) would type "Shuttle" in the Appointment Form's Comments field, once the appointment was booked, the "Shuttle" Comment would get removed. Now, the Transportation in the comment remains when the appointment is saved. Changing the Transportation Code from the drop down will only change the Transportation Code at the beginning of the comments and not throughout the comment. If a Transportation Code is not contained in the beginning of the comment, and a Code is selected from the drop down, it will be added when the appointment is saved.

  • Search OpCode - Some Dealerships were having issues when trying to add line items to an appointment, they would receive the error No Linked Opcodes. Dealermine has added new functionality so the user doesn't need their Administrator to link opCodes to the Maintenance Group in the Maintenance Configuration screen. The Appointment Coordinator will now be able to link the OpCodes directly from the Book Appointment Form. A Search OpCode popup presents when the user tries to add a Maintenance Group that doesn't have a linked OpCode. When the Appointment Coordinator clicks Link OpCode, the OpCode links to the Recommended Maintenance Group and the operation is added to the lines. 

Service CRM

Resolutions - Version 3.6

For some Dealerships, there were issues with the following. All the listed issues have been resolved and are now in production:

• 1. Duplicate appointments were being created due to an ID conflict. This has been resolved with our nightly download. 

  2. Issue with updating appointments for Dealerships with an ADP DMS. This was resolved with a webservice change. 

  3. Recommended Services' popup was sticking. This has been resolved by adding a close window function (X) to the screen. 

  4. Booking for Key Drop was presenting an error. This was due to changes made to Transportation Codes when entered in the comments field of the Book Appointment Form.. The issue has been resolved. 

  5. When recycling customers users were being forwarded to the News tab. This was due to a change in Service Drive, and the issue has been resolved. 

  6. In the User Setup screen errors were presented when using functions "Add New User" and "Add Employee". 

  7. Adding images to email templates wasn't saving. 

  8. A customer profile that didn't have call type selected, if the user selected the menu option "Send Letter", Spord was missing as a Call Type.

  9. For ADP stores, we are now displaying the ADP employee number in the User Setup screen: Employee List when setting up a new user.

  10. Lines were being added to the Book Appointment form to current customer's appointment from previous customer's appointment.

  11. From the Customer Search screen, when double clicking a record, instead of being forwarded to the selected customer's file, the user was forwarded to the the Call Select screen.

  12. From the UserSetup screen, users that were set to "Inactive" were getting credit for booking eService appointments. This issue was due to the users having active accounts in the old system. 

  13. Under the Administration screen-> UserSetup->StoreAccess, Admins were trying to grant store access and receiving errors when clicking Save. 

  14. Dashboard issues in IE- Maximize Dashboard Window: when opening Dashboards, users didn't have the option to size their browser windows. User also noticed issues with changing the positions (placement) of the charts. 

  15. When adding an OpCode more than once to the same appointment, only one line appeared on the appointment. 

  16. Users were trying to book appointments with the New Book Appointment Form and the Book Appointment button was grayed out. The only way the user could book the appointment was to Save As Draft, and then book the appointment from the Draft. 

  17. Some Dealerships were having issues with booking appointments with UNKNOWN VINS. 

  18. Editing appointments was causing a double booking of the appointment. 

  19. Clicking View Schedule wasn't forwarding the user to the Appointment Schedule. 

  20. When printing letters and hit letters complete, the letters would not clear off the screen, and the user couldn't send letters until the previous letters were printed. 

  21. When saving Draft Appointments and selecting the time, the time would change when the user opened the Draft. 

  22. When trying to update an appointment, the loading indicator wasn't clearing the screen.

  23. Recycling Merged Customers - when the parent file of a merged file was being recycled DealerMine was presenting the child file of that parent file rather than moving onto the next parent file in the contact list.  

  24. When users were recycling a customer's file without a call type, the file was defaulting to CONFIRM. The users requested that it default to MAINTENANCE which it now does.

  25. Bar Counter not displaying correct total, for example when a user selected 25 No Shows and Recycled a customer, the total on the profile screen would not change. 

  26. Letter button greyed out when Address Line 1 was populated.  In the back end there was a minimum # of characters set to 5 or more causing the letter button to grey out if the Address Line 1 was not longer than 5 characters.  It now has to be greater than or = to 1. 

  27. When trying to recycle customers, users were presented message "Error Processing Request". This issue has been resolved and is now in Prod. 

  28. PBS DMSs - The following PBS issues have been resolved due to PBS Stores are using the new PBS Integration (Push) to create/update and delete:

      • When booking appointments in Dealermine, the appointments were missing the appointment numbers from PBS, and not prompting an error message. All Appointments booked in Dealermine were showing ApptNum as "11" and creating multiple entries in Dealermine. Now PBS Stores are using the new PBS Integration (Push) to create/update and delete appointments and this issue has been resolved.

      • When trying to update customer information was presenting an error "Error Getting Customer Details". Now PBS Stores are using the new PBS Integration (Push) to create/update and delete appointments and this issue has been resolved.

All the above issues have been resolved and are now in Production.

Showroom CRM

Enhancements - Version 3.6

Portfolio

• • Schedule Followup/Add Bookmark  - We have added two new options when you right click on any customer row in the Portfolio.  You can now quickly create a followup or add a bookmark for any customer directly from the Portfolio without having to double click to view their Profile.

  • Portfolio Protection Optional - This feature which protects a Salesperson's Portfolio is now optional, set to "active" for all Showroom users by default.  See Portfolio Protection for more information on inactivating and to understand the benefits of utilizing this feature.

Traffic Log

Reassign Traffic - We have added a new Traffic Log option to allow any Salesperson the ability to reassign a Traffic Log entry to another Salesperson if necessary.  There are instances where Traffic may be assigned to the wrong Salesperson and this will allow them to reassign without going to a Sales Manager or Receptionist to do so.  See User Defaults > DealerMine Access to turn on this Traffic Log option.

Vehicle Inventory

• • We have added a selection box to "View Unwatched Stock" in the inventory screen.  This new option will allow you to view all stock that has not yet been tagged to a customer's watchlist in DealerMine. 

  • To improve useability, all filtering drop downs (with the exception of Year) will bring all results to the top in alphabetical order, followed by all options that have no results.  

  • To again improve useability, the drop down "Model" cannot be selected until a valid "Make" has been chosen.

  • Search by Stock #: You can now enter a stock # followed by hitting Enter to start searching, or hit the "Refresh" button.

Vehicle Matching

• • We have added a column for "Incentive" in all filters of the Vehicle Matching tab to allow users to sort based on incentive values that have been entered by a Sales Manager in the Vehicle Inventory screen.

  • Unwatched Stock Filter - We have added an unwatched stock filter in the Watchlists tab to help Sales Managers and Salepeople identify which vehicles are not being watched by any potential customers.

Leads

• • Showroom Lead Stats  - We have added a count for # of Duplicate Leads and # of Unique Prospects to give a more accurate reflection of sales vs. leads. 

  • Response Time Tracking - DealerMine will now base the response time to any internet lead using the hours saved for both Service and Showroom in Operational Hours.  This will give a more accurate response time based on when the dealership is open/closed since responses mainly take place during operational hours.

  • Duplicate Lead Options - You can now right click on any duplicate lead in "Lead History" and either View Details or Undo Duplicate.  "Undo Duplicate" will place the lead back in the New Leads tab allowing the process to start over again if marked as a duplicate in error.

  • Based on the role of the user logged in, Leads will default to the appropriate tab as follows: 

    1. General Manager - Showroom Leads

    2. Sales Manager/Spotter- Showroom Leads 

    3. Salesperson - Showroom Leads 

    4. Service BDC - Service Leads 

    5. BDC Manager- Service Leads 

    6. Service/Sales- Service Leads

Profile

• • Fi Manager  - For ERA and ADP stores only we will now be display when we have the data provided to us, the Fi Manager in Purchase History under the Current Salesperson's name.  This may be useful for referencing and will be blank when the sales data doesn't include an Fi Manager.

  • Email Capabilities - You now have full access to send any email template to any customer or prospect.  New email templates can be created for "Unsold" in the Email & Texting Templates screen under the Admin Menu. 

Fetch

• • High Mileage Driver - We have added a new field to allow Showroom users the ability to build Fetch campaigns for high mileage drivers.  This calculation will take into account the Country in which the dealership resides and uses the default values of 24,000 km  / 15,000 miles per year.  Any vehicle that drives more than 2000 km or 1250 miles monthly will be flagged as a high mileage driver.  

  • New Fetch fields have been added:  Fuel Type, Engine Type, Drive Line and Purchased here and not serviced. 

Example of Purchased here and not serviced:  "Purchased here and not serviced" = Yes

This will pull all vehicles that were bought at your dealership that have not since returned for service.

Workplan

• • Workplan Tasks - All Sales Managers can now complete any task assigned to a Salesperson.  

Showroom CRM

Resolutions - Version 3.6

• • Adding a Trade - depending on the model year when entering a trade manually some makes were missing as selections in the list.  This issue has been resolved.  

  • Portfolio Protection - We have added an option to activate/inactivate Portfolio Protection in the Showroom Configuration screen.  Portfolio Protection is set to active by default but if inactivated all traces of this feature will be removed from the Portfolio such as zone drop down and icon, open pool filter and working pool filter.

  • Inventory - There was an issue when selecting a year, make, model then choosing a color the year, make and model selections would blank out.  This issue has been resolved and all selected values will remain.

  • Editing Trades - There was an intermittent freezing issue happening when trying to edit a trade and change the "Make" to something other than what was originally entered/saved.  This issue has been resolved.

  • Unsold Traffic - We are now defaulting to "MTD Performance" rather than "All" and the numbers displaying in the section to complete will update according to the time frame chosen.

  • Portfolio Paging - We have added invisible stealth paging to the Portfolio which drastically speeds up performance and loading time.