Version 3.9 - 09/25/2014

Version 3.9 - 09/25/2014

Service & Showroom

Enhancements

Email - New Email Client Features

In the "Email" tab, where all incoming/outgoing emails are stored for referencing, we have added a few small enhancements as follows:

• We will show a link icon next to the "from email" column which indicates this email has been linked to an existing customer profile.  

• Right click to "View Cust Profile" to be directly taken to the profile.

• If no link appears, you can right click to "Search Customer" to link this email to an existing or newly created customer profile.

• The DealerMine customer # will also appear in the far right column for referencing (will only show for linked customers).

Bounced Emails on Campaigns

Any emails that bounce on a Email Fetch Campaign in the last 90 days will now be flagged on the customer profile in red and will require user verification in order for another email to be sent out.  The email addresses will remain red until the email address has been verified in the Customer Information screen.

1. Click the customer name to view the Customer Information screen.  From here, either update the email address if it needs to be changed, followed by clicking the Verified Info button at the top of the screen.  Hit Save when done. 

2. After completing this step, please click Save and the email will no longer appear in red on the profile.  Emails can now be sent to any customers with previous bounces as long as the email has been verified in the Customer Information screen.

User Setup - Store Access - Linking Additional Employee Numbers

In Store Access you will now see an "Add" button next to the primary employee name/number for each user:

Use this button to clear your contacts, or if you're an Admin user you can clear any user's contact list. 

We have also added the store and branch for referencing.

Profile - Copy/Paste Address

In the customer information section, we have added the ability to select one or both of the address lines using your mouse, followed by "CTRL + C"  or right click "Copy".  This option allows you to easily paste this information into your DMS system if required at anytime. 

See Customer Information for more details.

Key Report Enhancement

Re-labelled all Key Reports 1-9 with sub categories of .1 .2 .3 etc. Also the title displayed at the top of each report has also been relabeled to match to avoid confusion when viewing on-screen or printing. I.e. if running Key Report 4.2 the report will show in the title Key Report 4.2 - Contact Analysis.

Texting

1. Texting Stats - We have added a new sub-tab in Texting: Texting Stats, which will provide some basic stats on your dealerships usage of texting.

• • Use the calendar, From-To Date or choose a quick view selection, which defaults to Today to view stats.

  • Texting Counts will display the Total # Sent, Total # Incoming and Total # of Customers. 

  • Total Sent By pie chart will display the users at your dealership who are using the texting contact method. 

2. All U.S. dealerships customers will now be "ON" by default for the texting contact method, rather than "OFF".

Service CRM

Enhancements

Book Appointment Form Enhancements (Book Appt V2)

Click for more details

• 1. Bringing key Profile information into the book appointment screen to alleviate the need to close appt screen to review information.

1. View and update customer information by clicking customer name

2. Have viewing access to seven history tabs, which up until now were only visible on the Profile.  (Service Hist, Notes, Contact Hist, Appt Hist, Spords, Recalls, and Purchase Hist)

3. Ability to change mileage on the fly, which will update maintenance recommendations (same as mileage calculator on Profile)

4. Ability to change the vehicle you are booking in by selecting any vehicle in the drop down list.  This functionality is not available during an appointment update.

5. Ability to "Decline", "Defer" or mark an maintenance as "In Package".

6. Dealerships can customize all declined and deferred reasons to be used during bookings.

7. Recommended maintenance must be "Accepted", using the drop down to be added to the appointment.

8. Click the link icon next to any recommended service to choose a specific linked opcode, rather than using the default opcode. 

9. The estimated time will be displayed on the screen, using the sum of all opcodes booked in. 

   1. Option when editing a line to assign a Technician to any opcode.  (this option is only available for ERA and Arkona dealerships) 

   2. Option when editing any line to flag any opcode as a "Comeback" if the customer was in recently and is now coming back.  (this option is only available for PBS dealerships)

   3. When adding a line to any appointment, users have the option of searching by opcode description or by opcode.  Now when searching by opcode, DealerMine will find opcodes that 'start with' what is typed in by the user as requested, eliminating the need to sift through unrelated opcodes. Ie. Searching by 08c would bring back any 08c1, 08c2, 08c44, etc., rather than return opcodes that contain 08c.

   4. The Appointment comments box on the appt form will now appear smaller and will size accordingly based on the text entered to save screen space.

See Store Specifications to turn on options 11 or 12.

Book Appt V2 is an option that needs to be turned on per user in User Setup > User Defaults > DealerMine Access. Please see an Admin user, call your Account Manager or Technical Support to turn this option on.

Declined/Deferred Maintenance

• Deferred Services can be managed and followed up on using our Deferred Services screen located within the Followup screen.  Deferred Services will contain all services deferred that are Due Today, Past Due and Upcoming.  

  • Dealerships can customize all declined and deferred reasons to be used during bookings.

Fetch Source: Declined/Deferred

We have added a new Source: Declined/Deferred - This source contains all maintenance services that have been marked as Declined, Deferred, Accepted, In Package, Not Offered or Removed by an Appointment Coordinator in DealerMine during the appointment booking process (when using the newly enhanced Book Appt form). 

For marketing purposes you may want to create a Fetch campaign to reach out to customers who have declined for any particular reason.  You can now easily build a Fetch query based on the declined service, declined by, declined reason, comments, booked date etc., to assist in any marketing promotion to win back lost service business.

• • We have also created two suggested queries: 1) Declined 2)Deferred to help get you started

Profile - Contact History (Filter Options)

We have added a filter drop down in Contact History to allow any user the ability to filter by contact types that exist in Contact History.  I.e. Maintenance, Confirm, Sales, Issue, etc.  This will make it easier for a user to see all past contacts that are relevant to the contact they are making now, and make reviewing easier and faster.  An example would be if a customer had a raised issue in the past and several notes were inputted on the issue, they each create a new entry in Contact History.  Using the filter the user can now filter by "Issue" and see all contacts related to Issues and review the whole story on the customer without a lot of scrolling.

Spords on Open Appts - Reynolds Only (ERA)

We will now display a "Spord" flag in the Open Appt screen, showing all part numbers currently on order tied to the open appointment in Reynolds.  Since we are not able to provide any other details besides the part #'s we have removed the "Spords" tab from the Profile screen for Reynolds dealerships only.  We only know if there has been part(s) ordered associated with an open appointment, but are unaware of the status, parts description, order date, received date etc.

New eService Launched

Our newest version of eService is now available.  Please contact your Account Manager or call our Business Support line for more details on this added value feature.  eService is now optimized for all mobile smartphones, tablets, desktop computers and laptops.  This feature enables your customers to book online 24/7 with a few easy steps and no lengthy VIN entry or registration is required.  Click here to read more.

Adding a Customer/Adding a Vehicle

Once a new customer is added in DealerMine, the user will be automatically directed to the Add Vehicle screen.  This small enhancement will save the user time and eliminate the need to think of the next step to take.   

Adding a Vehicle (InServDate)

On the Add Vehicle screen users now have the ability to add the vehicle(s) corresponding InServDate (*Reynolds/ADP). It will be initially defaulted to Jan 1st of the vehicle year but can be udpated via the calendar option.

MSI (Customer Special Instructions)

As requested, DealerMine is now retrieving ADP Customer Special Instructions and displaying said instructions under the Notes Tab (Customer Notes)., flagged as Username: IN-HOUSE System.

Sharing Dashboards

Sharing Dashboards is useful if there is a designated person assigned to creating charts. If a user shares their dashboard, they are sharing their entire dashboard (*this means ALL charts) for all users with dashboard access to view. Shared dashboards are read only and only editable by the originator.

Showroom CRM

Enhancements

Showroom Mobile

All dealerships using our Showroom application can benefit from using our mobile version, optimized for all smart phones and tablets.  

Go to https://portal.dealermine.net to login using the same user credentials as the desktop version.

• In User Setup you can choose which Showroom Mobile Email Account to use when sending emails from Showroom mobile.

  • • • • • 1.  Use DealerMine Email   -OR-   2.   Use Personal Email on Device

Using DealerMine Email ensures that all email correspondence with customers is tracked in Contact History, Email History and Key Report 4 - Contact Analysis.  Using Personal Email on Device may appear to be convenient but no history will be recorded in DealerMine of any email correspondence taking place. Showroom mobile offers all the functionality of the desktop version in a condensed format, but does not yet offer "Leads" or "Vehicle Matching".  These two tabs will be coming soon on a future release.

Traffic Log Print Options

Print Button - We have added a print button to the Traffic Log, which is available when viewing "All Guests" or "Pending Guests".

Inventory Enhancements

1. Viewing Spiffs - We have added a Spiff icon which will be visible if there are spiffs available to view on stock in Inventory.  Once spiffs have been deleted, or stock has been sold, the spiff icon will not appear.  Click the grey spiff icon to view spiffs only/click the colored spiff icon to hide. 

2. Search Button  - We have added a Search button at the bottom of the inventory screen, as another option of searching, rather than clicking the "Refresh" icon.

Unsold/Sales Email Templates

We have added new merge fields when creating unsold email templates for Showroom customers.  You can now add "VehicleInterestStock1", 2, 3, 4 and 5.  This will allow you to enter up to five vehicle interest stock #'s (Watchlist vehicles) on any email template, you can also add "VehicleInterest1", 2, 3, 5 and 5 and it will display the Year, Make, Model of the corresponding watchlist vehicle. You can control the sort order for any customer in the Watchlist screen, or Profile screen by using the arrows

Showroom Reports

1. AfterSale Followup Analysis - Attempted - We have added a new column next to completed which is labelled as "Attempted".  This will clearly count the number of contacts made that were not completed (Final Contact).  By adding this column it's now easier to see the full efforts made by your Salespeople and Sales BDC.  The Efficiency % will still be based on the number of contacts completed / the # of contacts offered.  

2. Workplan Reports - We have defaulted the Due Date to Today's date to allow you to report on any Workplan tasks that are Past Due, Due Today or Upcoming.  Previously we had various command button choices that weren't necessary for this report.

3. Service BDC - Upcoming Appointment List by Salesmen:  We have added a "Tomorrow" button to quickly allow dealerships to print off tomorrow's appointments based on the current Salesperson on file.

Portfolio - Sales Merge

• • We have added an "All" filter above the default "Last 30 Days" which will allow any user the option of viewing "All" sold deals that need to be updated in Sales Merge.

  • We are now displaying the total number of sold deals for each time frame filter in the top right of the screen.  Ie. Total = 8  

  • For those Dealerships utilizing RAPID! Response, DMT has requested that in the event CRM systems (e.g DealerMine) integrate with an F&I module and can provide Vehicle Gross Profit for each deal, then the Gross Profit information be provided with the corresponding Vehicle Sold disposition. This is currently being addressed via DealerMine's Sales Merge utility.

Service & Showroom 

Resolutions

Service & Showroom

• • Any users that do not have access to the book appointment screen will not have access to edit or delete service appointments from the open appointment indicator on the profile screen.  I.e. Salespeople will not have access to delete or edit service appointments.

  • When viewing merged customer profiles, we will now show the proper merge icon next to each VIN clearly indicating which file is the "parent" file and which are the "child" file(s). 

  • When adding a Bookmark the text was not wrapping, making it difficult to verify what text was entered.  This has been resolved and text will now wrap when adding a Bookmark on any file.

  • When recycling a customer that has an open followup (past due, due today or future followups) the user will be asked if they'd like to delete the followups.  Only followups that are assigned to the user will be an option to delete.  Previously only past due and due today followups would be an option to delete.

  • Raised Issue Management emails will now include whether the issue was positive or negative.

Service

• • In Advisor Setup and Technician Setup, we have added the option to edit or delete "Exceptions/Vacations"reasons.  Click on any existing reason and a delete and edit will be presented, giving you an option to delete or edit any existing reason.

  • In Team Setup - we are now accepting decimal point values to be saved in the Max Hours field in "Override Times".

  • For ERA stores we will not be displaying the "Spords" tab on the Profile until the integration allows us to retrieve parts information.

  • When deleting an existing phone number on the Customer Information screen., DealerMine will no longer display (000-000-0000).

  • The Email Template Merge Field "RepairOrderDate" will now only display the date.  Previously it was a date/time stamp.

Showroom

• • ADP integrated dealerships using CT Wizard were experiencing issues with our Equity calculations based on incorrect/missing sales data being sent to DealerMine from ADP and CT Wizard.  DealerMine is now calculating correct payments and terms using blended data from ADP and CT Wizard to ensure accuracy with our equity calculations and sales schedules.  Check Purchase History and the Loan Provider column will now display the correct payment and frequency.  Ie. Bi-weekly, weekly etc.  DealerMine will convert all payments to a monthly payment in order to calculate equity.

  • When browsing Inventory will default to the Store/Branch based on user access and only stores each user has access to will be options to browse.

  • Adding prospect from Portfolio - When adding a prospect from the Portfolio screen the user will now be directed to the Profile of the newly added prospect.

  • We have added a "Reset" button in Showroom Mobile when filtering inventory, which will quickly allow you to view the full inventory list and enter new filters if needed.

  • Saved searches done in Inventory will now show the "name of the search" entered by the user on the Traffic Log for referencing.

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