Dealer OMG × Clarivoy CDP Lite

Build & Training Guide

How to Use This Guide

This document is structured so you can work through it top-to-bottom. Every automation has a checklist and a test step.

Key Design Decisions

These are the foundational choices the project is built on. Documented here for reference so anyone reading later understands the “why.”

System Overview

Here's the full flow from form submission through Properties board management.

Phase 1 — Submission

Dealer OMG fills HubSpot form → Item created on Dealer OMG × Clarivoy CDP Lite board → Group: Prospects / Need Tags → Status: NEW → Email to datateam@clarivoy.com

Phase 2 — Tag Setup (Clarivoy Operations)

Ops creates DMUI account → Pastes tag and Property ID into Monday → Dealer OMG Status & Clarivoy Status auto-change to Tag Sent → Item moves to Prospects / Tags Sent group → Email sent to keith@dealeromg.com with the tag

Phase 3 — Dealer OMG Approval

Dealer OMG fills in required fields → sets Dealer OMG Status to Dealer OMG Approved → Clarivoy Status auto-syncs → triggers Sales Pipeline creation

Phase 4 — Sales Pipeline Intake & RocketLane Handoff

Item lands on Sales Pipeline with Status = Needs Ops Review → Ops fills Client ID, Company Name, DMUI Client Name → Ops sets Status = Rocketlane → Zapier creates Rocketlane project → Status auto-updates to Send to Properties board → Properties item created in Incoming Rooftops From Sales group → Sales Pipeline item Status = Won (no further updates)

Phase 5 — Properties Onboarding (Rocketlane)

Properties item auto-advances to Processing Status = Onboarding → Item moves to Onboarding group → Rocketlane manages all client onboarding tasks → When Rocketlane completes onboarding, status updated to Active

Phase 6 — Properties Active & Ongoing Management

Properties Processing Status = Active → Item moves to Active group → Clarivoy Status on Dealer OMG syncs to Active → Dealer OMG item moves to Active group → All future lifecycle management happens in Monday (cancellations, deactivations, etc.)

Section 1: HubSpot Form Setup

Form name: Dealer OMG × Clarivoy — CDP Lite Submission Form

Visible fields (all required)

Hidden / default-value fields (auto-fill, not shown to user)

Fields filled out LATER on the Monday board (not on the form):

These will be filled out by Dealer OMG after the tag is delivered, before approval:

• Subscription 1
• Subscription 2
• CDP Destination
• Ad Account ID

Pre-build checklist:

• HubSpot form built with the fields above
• Form set to public access
• HubSpot → Monday integration configured (Monday item crets on form submission)
• All form fields mapped to corresponding Monday columns
• Default values (Dealer OMG Status = NEW, Clarivoy Status = NEW) configured to populate on item creation
• Test submission lands on Monday in the Prospects / Need Tags group

Section 2: Dealer OMG Board

Before building any automations, confirm the board structure is correct.

Board Setup

Required columns (These should already exist per the column list):

• Dealership (Item name)
• Client / Auto Group (Text)
• Dealer OMG Status (Status)
• Clarivoy Status (Status)
• Subscription 1 (Status or Dropdown)
• Subscription 2 (Status or Dropdown)
• Monthly Subscription Rate (Formula — see below)
• CDP Destination (Dropdown)
• Primary Domain (Link or Text)
• Ad Account ID (Text)
• Main POC First Name (Text)
• Main POC Last Name (Text)
• Main POC Email (Email)
• Raw Clarivoy Tag (Long Text)
• Clarivoy Tag - Formula (Formula - see below)
• Address (Text)
• City (Text)
• State (Text)
• Zip Code (Text)
• Property ID (Text)
• Website Visitors Pipeline Lock (Status - hidden)
• Lost Leads Pipeline Lock (Status - hidden)

Required groups:

• Prospects / Need Tags
• Prospects / Tags Sent
• Dealer OMG Approved
• Onboarding
• Active
• Cancelled

Dealer OMG Status column values:

• NEW
• Tag Sent
• Dealer OMG Approved
• Cancelled

Clarivoy Status column values:

• NEW
• Tag Sent
• Dealer OMG Approved
• Onboarding
• Active
• Cancelled

Subscription 1 status values:

• (blank — no text at all)
• CDP Lite Website Visitors

Subscription 2 status values:

• (blank — no text at all)
• CDP Lite Lost Leads
• None

Clarivoy Tag — Formula column:

The Clarivoy Tag - Formula column extracts the loader URL from the full tracking script that Ops pastes into Raw Clarivoy Tag. The email automation references the formula column, not the raw column, so the email renders a clean working script tag instead of the entire pasted block.

Set up the Clarivoy Tag - Formula column as a Formula column with this formula:

Type: Regex (Regular Expression) — used in Monday.com Formula Column

REGEXREPLACE({Raw Clarivoy Tag}, "[\s\S]*(//tags-cdn[.]clarivoy[.]com/[^/]+/td/tva/loader[.]js)[\s\S]*", "$1")

What it does:

Pulls the //tags-cdn.clarivoy.com/.../td/tva/loader.js URL out of the Raw Clarivoy Tag value and discards everything else. The email template wraps this URL in <script type="text/javascript" src="..."> to produce the final tag the dealer pastes onto their site.

CDP Destination dropdown values:

• Meta

Monthly Subscription Rate — Formula column

Set up the Monthly Subscription Rate column as a Formula column with this formula:

IF({Subscription 1}="CDP Lite Website Visitors", 99, 0) + IF({Subscription 2}="CDP Lite Lost Leads", 99, 0)

Format the column display as Currency (USD).

Result:

• Both subscriptions selected → $198
• Only Subscription 1 → $99
• Only Subscription 2 → $99
• Neither → $0

Email logo:

Dealer OMG × Clarivoy logo

Already referenced inside each email's HTML. If the logo ever needs to be replaced, update the file at that GitHub path and the change will propagate to all sent emails automatically.

Automations

Naming convention: When you save an automation and the screen returns to the "Manage Board Automations" view, find your new automation at the top of the list and add a description in the Description column using this pattern: [DOMG] ##. Brief description of what it does

Example: [DOMG] 01. Send email to data team on new submission

The [DOMG] prefix tags everything related to this project, the number matches this guide, and the description tells future-you what it does. Consistent naming makes maintenance and debugging much easier.

Automation 1: Send "New Submission" email to Data Team

Goal: When a new item lands on the Dealer OMG board, email datateam@clarivoy.com with the dealership info.

Step-by-step:

• Open the Dealer OMG × Clarivoy CDP Lite board
• Click the Automate button in the top-right
• Click Create Automation in the top-right of the automations panel
• Click "When This Happens" → select “When item created”
• Click "Then do this" → search for "email" → select "Send email" (make sure it's the one with the Gmail logo)
• Click the Gmail logo and select datateam@clarivoy.com as your connection
• Click Email to open the Create Email box

Email Configuration:

• Subject line: New Dealer OMG Submission | then insert Item name chip
• Recipient: datateam@clarivoy.com (auto-selected)
• Message body: Paste Email #1 HTML from Appendix — Email Templates. Replace the following chips:
  • [INSERT DEALERSHIP] → Dealership
  • [INSERT CLIENT/AUTO GROUP] → Client / Auto Group
  • [INSERT MAIN POC FIRST NAME] → Main POC First Name
  • [INSERT MAIN POC LAST NAME] → Main POC Last Name
• Close the Create Email box
• Click Create Automation
• On the "Manage your board automations" screen, find the automation at the top of the list
• Under Description, add: [DOMG] 01. Send email to data team on new submission

Test:

• Add a dummy item to the Prospects / Need Tags group called “TEST — Delete Me”
• Fill in Dealership, Client / Auto Group, Main POC First Name, Main POC Last Name with test data
• Wait ~30 seconds
• Check datateam@clarivoy.com — the email should arrive with the test data and logo rendered
• Verify "Requested By" shows the Main POC name correctly
• Delete the test item

Automation 2: Auto-set Status to "Tag Sent" when Raw Clarivoy Tag is filled

Goal: When Ops pastes the full tag script into the Raw Clarivoy Tag column, both Dealer OMG Status and Clarivoy Status change to "Tag Sent" automatically.

Step-by-step:

• On the same board, click Automate → Create Automation
• When this happens: "When column changes" → pick Raw Clarivoy Tag
• Add condition: and only if Dealer OMG Status is NEW
• Then do this: "Change status" → set to Dealer OMG Status Tag Sent
• Then do this: "Change status" → set to Clarivoy Status Tag Sent
• Save
• Description: [DOMG] 02. Auto-set Tag Sent when tag added

Test:

• Create a test item, set Dealer OMG Status to “New”
• Manually paste fake tag URL into Raw Clarivoy Tag column (e.g., https://example.com/tag.js)
• Verify Clarivoy Tag - Formula column auto-populates correctly
• Verify Dealer OMG Status auto-changes to "Tag Sent" within a few seconds
• Verify Clarivoy Status auto changes to “Tag Sent” within a few seconds

Automation 3: Move item to "Prospects / Tags Sent" group

Goal: When Clarivoy Status changes to "Tag Sent," automatically move the item to the right group.

Step-by-step:

• Click Automate → Create Automation
• When this happens: "When status changes to something" → pick Clarivoy Status and Tag Sent
• Then do this: "Move item to group" → pick Prospects / Tags Sent
• Save
• Description: [DOMG] 03. Move to Tag Sent group

Test:

• On a test item, set Clarivoy Status to "Tag Sent" (manually or via Automation 2)
• Verify item moves to Prospects / Tags Sent group

Automation 4: Send "Tag Ready" email to Dealer OMG

Goal: When Clarivoy Status changes to "Tag Sent," email Keith at Dealer OMG with the tag.

Step-by-step:

• Click Automate → Create Automation
• When this happens: "When status changes to something" → pick Clarivoy Status and Tag Sent
• Then do this: Search "email" → Send email (Gmail logo)
• Set the connection email (datateam@clarivoy.com or the team's send-from address)
• Click Email to open the Create Email box

Email Configuration:

• Recipient: Type keith@dealeromg.com directly into the recipient field (no chip needed)
•  Subject line: Clarivoy Tag Setup | then insert Item name chip
• Message body: Paste Email #2 HTML from Appendix — Email Templates. Replace the following chips:
  • [INSERT DEALERSHIP] → Dealership
  • [INSERT CLARIVOY TAG - FORMULA] → Clarivoy Tag - Formula chip (NOT the Raw Clarivoy Tag — the formula column produces the URL the script tag references)
• Save email, then save automation
• Description: [DOMG] 04. Send tag email to Dealer OMG

Test:

• Temporarily change the recipient to your own email for testing
• Trigger by setting Clarivoy Status to "Tag Sent" on a test item
• Verify email arrives with the tag block populated correctly
• Restore the recipient back to keith@dealeromg.com after testing

Automation 5: Sync Dealer OMG Status to Clarivoy Status

Goal: Keep Clarivoy Status aligned with Dealer OMG Status for shared lifecycle stages.

Approach: Build 2 separate automations.

Step-by-step (05a. — Dealer OMG Approved sync):

• Click Automate → Create Automation
• When this happens: "When status changes to something" → pick Dealer OMG Status and Dealer OMG Approved
• Then do this: "Change status" → change Clarivoy Status to Dealer OMG Approved
• Then do this: “Move item to group” → change group to Dealer OMG Approved
• Save
• Description: [DOMG] 05a. Sync approval to Clarivoy Status

Step-by-step (05b — Cancelled sync):

• Click Automate → Create Automation
• When this happens: "When status changes to something" → pick Dealer OMG Status and Cancelled
• Then do this: "Change status" → change Clarivoy Status to Cancelled
• Save
• Description: [DOMG] 05b. Sync cancellation to Clarivoy Status

Test (do this for each of the 2):

• Create a test item
• Set Dealer OMG Status to “Dealer OMG Approved”
• Verify the Clarivoy Status updates to “Dealer OMG Approved”
• Set Dealer OMG Status to “Cancelled”
• Verify the Clarivoy Status updates to “Cancelled”

Automation 6: Create Sales Pipeline item for "Website Visitors" subscription

Goal: When the Dealer OMG board item is approved, create a new item on the Sales Pipeline board for the Website Visitors subscription, with all fields mapped.

Step-by-step:

• Click Automate → Create Automation
• When this happens: "When status changes to something" → pick Clarivoy Status and Dealer OMG Approved
• Add condition: “Only if Subscription 1 is CDP Lite Website Visitors”
• Add condition: “AND Website Visitors Pipeline Lock is empty”
• Then do this: Search "create item" → “Create item in board”
• Pick the Sales Pipeline board → Needs CS/Ops Action (includes Incoming Online Signups) group
• Map the Item name to the Dealership chip
• Click Map columns (or similar) and fill in every Sales Pipeline column from the mapping table in Section 4 (Subscription = "CDP Lite Website Visitors", CDP Rate = $99)'
• Then do this: Change status → Set Website Visitors Pipeline Lock to Locked/
• Save
• Description: [DOMG] 06. Create Sales Pipeline item — Website Visitors

Test:

• On a fully-filled test item, set Dealer OMG Status to “Dealer OMG Approved”
• Verify a new item appears on Sales Pipeline → Needs CS/Ops Action (includes Incoming Online Signups) group within 60 seconds
• Spot-check at least 5 fields to confirm correct mapping
• Verify Subscription = “CDP Lite Website Visitors”
• Verify CDP Rate = $99 (NOT the $198 from Monthly Subscription Rate)

Automation 7: Create Sales Pipeline item for "Lost Leads" subscription

Goal: If Subscription 2 = "CDP Lite Lost Leads", create a SECOND item on Sales Pipeline for that subscription. This needs to handle two scenarios:

1. At approval time: Subscription 2 was already set to "Lost Leads" before status changed to Approved
2. After approval: Dealer OMG comes back later and adds "Lost Leads" to an already-approved account

We'll build two automations to cover both paths.

7a — Lost Leads set at approval time

• Click Automate → Create Automation
• When this happens: "When status changes to something" → pick Clarivoy Status and Dealer OMG Approved
• Add condition: “Only if Subscription 2 is CDP Lite Lost Leads”
• Add condition: “AND Lost Leads Pipeline Lock is empty”
• Then do this: "Create item in board" → pick Sales Pipeline board → Needs CS/Ops Action (includes Incoming Online Signups) group
• Item name = Dealership chip
• Map all columns from Section 3 mapping table (Subscription = "CDP Lite Lost Leads", CDP Rate = $99)
• Then do this: Change status → Set Lost Leads Pipeline Lock to Locked
• Save
• Description: [DOMG] 07a. Create Sales Pipeline item — Lost Leads (at approval)

7b — Lost Leads added after approval

• Click Automate → Create Automation
• When this happens: "When column changes" → pick Subscription 2
• Add condition: "Only if Subscription 2 is CDP Lite Lost Leads”
• Add condition: “AND Dealer OMG Status is Dealer OMG Approved”
• Add condition: “AND Clarivoy Status is not Cancelled"
• Add condition: “AND Lost Leads Pipeline Lock is empty”
• Then do this: "Create item in board" → pick Sales Pipeline board → Needs CS/Ops Action (includes Incoming Online Signups) group
• Then do this: Change status → Set Lost Leads Pipeline Lock to Locked
• Item name = Dealership chip
• Map all columns from Section 4 mapping table (Subscription = "CDP Lite Lost Leads", CDP Rate = $99)
• Save
• Description: [DOMG] 07b. Create Sales Pipeline item — Lost Leads (post-approval)

Test:

• Test 7a: On a test item with Sub 2 already set to "CDP Lite Lost Leads," set Dealer OMG Status to "Dealer OMG Approved" → verify TWO Sales Pipeline items created (one for Website Visitors via Automation 6, one for Lost Leads via 7a)
• Test 7b: On an already-approved test item with Sub 2 = "None," change Sub 2 to "CDP Lite Lost Leads" → verify a new Sales Pipeline item appears with Subscription = "Lost Leads" and CDP Rate = $99
• Negative test: On a test item, set Sub 2 = "None" → verify NO Lost Leads item is created
• Duplicate guard: Make sure 7a and 7b don't BOTH fire for the same scenario. If a test ever produces 3 Sales Pipeline items where there should be 2, one of the conditions is too loose.

Automation 8: Sync cancellation to Properties board (Pending Cancellation)

Goal: When a Dealer OMG item is cancelled, update the linked Properties item to Pending Cancella tion status.

Step-by-step:

• Click Automate → Create Automation
• When this happens: "When status changes to something" → pick Dealer OMG Status and Cancelled
• When do this: "Update item" → search for the linked Properties item (via Connect Boards column)
• Set Processing Status = “Pending Cancellation”
• Save
• Description: [DOMG] 08. Sync cancellation to Properties board (Pending Cancellation)

Test:

• On a Dealer OMG test item with a linked Properties item, set Dealer OMG Status = “Cancelled”
• Verify the linked Properties item's Processing Status updates to "Pending Cancellation" within seconds
• Verify the Properties item moves to "Pending Cancellation" group (via [DOMG-PROPS] 06 automation)

Board Connections (Sales Pipeline ↔ Dealer OMG)

Setup:

• On the Sales Pipeline board, create a Connect Boards column (if it doesn't already exist) with:
  • Type: Connect Boards
  • Connected to: Dealer OMG × Clarivoy CDP Lite
  • Two-way connection enabled

Purpose: Allows visibility between Sales Pipeline and Dealer OMG items. Enables automations for status sync, onboarding updates, and downstream lifecycle visibility.

How the connection is created:

The Connect Boards column is populated automatically during Sales Pipeline item creation (Automations 6, 7a, 7b). When mapping columns in the "Create item" step:

• Map the Connect Boards column to the originating Dealer OMG item. This ensures the Sales Pipeline item is linked back to its source record

Future Use (Lifecycle Sync):

This connection will later be used to sync lifecycle updates back to the Dealer OMG board, including:

• Updating Clarivoy Status to "Onboarding" and “Active”
• Moving the item to the appropriate group supporting downstream lifecycle visibility

  ⚠️ Connected Boards Column

  This column should NOT be modified manually. It is populated via automation during item creation. If this mapping is missed, downstream lifecycle sync will not work.

   

Section 3: Sales Pipeline Board

Board Setup

New Status values (Add a new value to the existing Sales Pipeline Status column):

• Needs Ops Review

Column Mapping Reference

Use this table when building Automations 6, 7a, and 7b. The Sales Pipeline board is already designed — you just need to confirm the destination column names and complete the mapping.

For each row: Confirm the Sales Pipeline column name in column 3 (the one you'll select in Monday's mapping UI). If a name doesn't match, write the actual one in the verify column and flag it.

Validation Rules Overview

These rules are already configured on the Sales Pipeline board. You don't need to build them — just understand them so you know why status changes might be blocked.

Required when Status is "Rocketlane" or "Send to Properties board": Property ID, Primary Contact Email Address, Client ID, Domain, Company Name (cannot contain "none"/"None"), DMUI Client Name (for the tag).

Required when Status is "Ready for Contract", "Rocketlane", "Send to Properties board", or "Proposal Sent/Given": Signer Email, Signer First Name, Signer Last Name, Subscription, Rooftop Count, Referral Source, Company Name (cannot contain "none"/"None").

What's pre-filled: Automations 6, 7a, 7b pre-fill most fields from the Dealer OMG board. The three fields Ops must manually fill (Client ID, Company Name, DMUI Client Name) are what block the Rocketlane transition if left empty.

Automations

Automation SP-1: Email Ops when Dealer OMG item needs review

Goal: When a Dealer OMG Sales Pipeline item is created with Status = Needs Ops Review, email datateam@clarivoy.com listing the three manual fields that need to be filled before Rocketlane.

Summary: This automation is already configured. It triggers when Dealer OMG items arrive on the Sales Pipeline board (created by Automations 6, 7a, 7b from the Dealer OMG board). The email reminds Ops which fields to fill before proceeding to Rocketlane.

Email Configuration:

• Recipient: datateam@clarivoy.com
• Trigger: When item is created AND Status = Needs Ops Review AND Referral Source = Dealer OMG
• Subject line: Action Needed | Dealer OMG Sales Pipeline Item | then insert Item name chip
• Message body: Paste Email #3 HTML from Appendix — Email Templates. Replace the following chips:
  • [INSERT ACCOUNT NAME] → Item name
  • [INSERT SUBSCRIPTION] → Subscription

Test:

• On a Sales Pipeline test item, set Referral Source = Dealer OMG and Status = Needs Ops Review
• Verify email arrives at datateam@clarivoy.com within ~30 seconds with correct placeholders
• Negative test: Create a test item with Referral Source ≠ Dealer OMG and Status = Needs Ops Review → confirm NO email fires

Automations SP-02, SP-03, and SP-04: Properties Board Handoff (Dealer OMG)

Goal: Route Dealer OMG items to the Properties board without duplicates.

Summary: These automations are already configured. When Dealer OMG items reach Rocketlane status, [03-18-26 Zapier - Rocketlane project creation status ROCKETLANE (ALL PRODUCTS) from Sales Pipeline] creates the Onboarding project and [Error catching - if Zapier fills in the RL Project ID before Monday commits the status change to Rocketlane] updates status to 'Send to Properties board.' A Dealer OMG-specific Properties automation (SP-02) then routes the item to the Properties board. The condition 'Referral Source is NOT Dealer OMG' has been added to other Properties automations (SP-03 & SP-04) to prevent duplicates.

How it works:

• When Status = "Rocketlane" → Zapier integration creates Onboarding project + updates status to “Send to Properties board”
• Automation SP-02 (Dealer OMG-specific) → Creates single Properties item
• Automations SP-03 & SP-04 → Added condition "Referral Source is NOT Dealer OMG" to existing Properties automations to prevent duplicates

Test:

• Create a test Sales Pipeline item with Referral Source = Dealer OMG
• Set Status = “Rocketlane”
• Verify: Rocketlane project is created → Status updates to "Send to Properties board" → ONE Properties item created in "Incoming Rooftop From Sales" group → Status updates to “Won”
• Negative test: Use a non–Dealer OMG item → Confirm SP-02 does NOT run and only the general Properties automations fire

Manual Fields Ops Must Fill Before "Rocketlane"

Before changing Status to "Rocketlane," Ops must fill these three fields on the Sales Pipeline item:

Section 4: Rocketlane Integration

Role: Rocketlane is Clarivoy's onboarding platform. It handles the Onboarding → Active transition for all new clients.

Dealer OMG Flow:

Properties item created (Processing Status = "New/None" → auto-advances to "Onboarding")

Rocketlane project creation (triggered when Sales Pipeline Status = "Rocketlane"):

• Zapier integration creates a Rocketlane project with all client onboarding tasks
• Rocketlane project is linked to the Properties item (manual tracking or API integration)

Onboarding phase (Rocketlane manages all onboarding activities):

• Client completes onboarding steps within Rocketlane platform
• Rocketlane project status progresses through internal stages

Onboarding complete (when Rocketlane project reaches completion):

• Status is manually updated (or via integration pull) on Properties board: Processing Status = “Active”
• Properties item moves to "Active" group
• Dealer OMG board's Clarivoy Status syncs to “Active”
• Item is now managed entirely within Monday (no further Rocketlane involvement)

Integration Handoff Points:

TBD with Charlie:

• Confirmation of "Rocketlane project complete" → "Processing Status = Active" handoff (manual vs. integration)
• Full Rocketlane integration specs (if detailed docs exist)
• Vendor change process (if/when needed)

Section 5: Clarivoy Properties Board

Pre-Build Verification

Required Columns (These should already exist on the Properties board):

• Processing Status (Status)
• Property ID
• Start Date
• Monthly Subscription Rate
• Primary Domain(s)
• Subscription
• Referral Source
• Product

New Column Needed:

• Link to Dealer OMG board (Connect Boards)
  • Type: Connect Boards
  • Connected to: Dealer OMG × Clarivoy CDP Lite board
  • Two-way connection enabled
  • Populated by automation when Properties item is created (links back to originating Dealer OMG item)

Required Groups (These should already exist on the Properties board):

• Incoming Rooftops From Sales
• Onboarding
• Active
• Pending Cancellation - properties stay here until Final Dashboard Access date
• Cancellation FINAL - Deactivation Properties
• INACTIVE

Processing Status Values (These should already exist on the Properties board):

• New/None
• Onboarding
• Active
• Pending Cancellation
• Cancel FINAL - Deactivation
• Inactive

Validation Rules (These should already exist on the Properties board):

• Processing Status cannot change to "Onboarding" unless: Property ID, Start Date, Monthly Subscription Rate, Primary Domain(s), and Subscription are populated
• Processing Status cannot change to "Active" unless: Property ID, Start Date, Monthly Subscription Rate, Primary Domain(s), and Subscription are populated

Dealer OMG Board Updates Needed:

• Verify "Onboarding" group exists on Dealer OMG board (should already exist)
• Verify "Active" group exists on Dealer OMG board (should already exist)

Automations

[DOMG-PROPS] 01: Auto-set Processing Status to "Onboarding" on creation

Goal: When a Dealer OMG Sales Pipeline item is ported to the Properties board, automatically set Processing Status to "Onboarding" if all Onboarding requirements are met.

Trigger: When item is created Conditions:

• Referral Source = Dealer OMG
• Subscription = "CDP Lite Website Visitors" OR “CDP Lite Lost Leads”
• Product = "CDP Lite"

Action: Set Processing Status = "Onboarding"

Test:

• Create/verify a Dealer OMG item lands on Properties board
• Confirm Processing Status is immediately set to “Onboarding”
• Confirm item moves to Onboarding group (via [DOMG-PROPS] 02 automation)

[DOMG-PROPS] 02: Move to Onboarding group

Goal: When Processing Status changes to "Onboarding," move the item to the Onboarding group.

Trigger: When Processing Status changes to "Onboarding"

Action: Move item to "Onboarding" group

Test:

• On a test item, set Processing Status = “Onboarding”
• Verify item moves to Onboarding group within seconds

[DOMG-PROPS] 03: Sync Onboarding status back to Dealer OMG board

Goal: When Properties Processing Status = "Onboarding," update the corresponding Dealer OMG item's Clarivoy Status and move it to the Onboarding group.

Trigger: When Processing Status changes to "Onboarding"

Conditions: Referral Source = Dealer OMG (ensures only Dealer OMG items sync back)

Actions:

• Update Clarivoy Status on linked Dealer OMG item to “Onboarding”
• Move linked Dealer OMG item to "Onboarding" group

Test:

• On a Properties test item with Referral Source = Dealer OMG, set Processing Status = “Onboarding”
• Verify the linked Dealer OMG item's Clarivoy Status updates to “Onboarding”
• Verify Dealer OMG item moves to "Onboarding" group

[DOMG-PROPS] 04: Move to Active group

Goal: When Processing Status changes to "Active," move the item to the Active group.

Trigger: When Processing Status changes to "Active" (manual change or integration-driven when Rocketlane project completes)

Action: Move item to "Active" group

Test:

• On a test item, manually set Processing Status = “Active”
• Verify item moves to Active group within seconds

[DOMG-PROPS] 05: Sync Active status back to Dealer OMG board

Goal: When Properties Processing Status = "Active," update the corresponding Dealer OMG item's Clarivoy Status and move it to the Active group.

Trigger: When Processing Status changes to "Active"

Conditions: Referral Source = Dealer OMG

Actions:

• Update Clarivoy Status on linked Dealer OMG item to "Active"
• Move linked Dealer OMG item to "Active" group

Test:

• On a Properties test item with Referral Source = Dealer OMG, set Processing Status = “Active”
• Verify the linked Dealer OMG item's Clarivoy Status updates to “Active”
• Verify Dealer OMG item moves to "Active" group

[DOMG-PROPS] 06: Move to Pending Cancellation group

Goal: When a Dealer OMG item is cancelled, the linked Properties item moves to "Pending Cancellation" status and group.

Trigger: When Processing Status changes to "Pending Cancellation"

Action: Move item to "Pending Cancellation - properties stay here until Final Dashboard Access date" group

Test:

• On Dealer OMG board, set Dealer OMG Status = "Cancelled" on a test item
• Verify the linked Properties item's Processing Status changes to “Pending Cancellation”
• Verify Properties item moves to "Pending Cancellation" group

[DOMG-PROPS] 07: Handle Cancel FINAL - Deactivation

Goal: Move item to "Cancel FINAL - Deactivation" group when Processing Status changes.

Status: ⏳ Coming Soon / TBD

Pending clarification:

• What triggers Processing Status = "Cancel FINAL - Deactivation"? (Date-based? Rocketlane integration? Manual?)
• Are there Dealer OMG-specific requirements for this transition?
• Should there be a sync automation back to Dealer OMG board?

To be confirmed with: Charlie (Rocketlane / Cancellation Process Documentation)

[DOMG-PROPS] 08: Handle Inactive

Goal: Move item to "INACTIVE" group when Processing Status changes.

Status: ⏳ Coming Soon / TBD

Pending clarification:

• What triggers Processing Status = "Inactive"? (Date-based? Rocketlane integration? Manual?)
• Are there Dealer OMG-specific requirements for this transition?
• Should there be a sync automation back to Dealer OMG board?

To be confirmed with: Charlie (Rocketlane / Cancellation Process Documentation

Section 6: End-to-End Test

After all automations are built and individually tested, run a full dry-run from form submission through Properties board activation.

Phase 1: Submission

• Submit the public HubSpot form with realistic test data ("TEST — End to End")
• Confirm item appears on Dealer OMG board, Dealer OMG Status = "NEW," Clarivoy Status = "NEW," group “Prospects / Need Tags”
• Confirm email arrived at datateam@clarivoy.com with logo, sections, and dealer info
• Confirm "Requested By" shows the Main POC name correctly

Phase 2: Tag Setup (Clarivoy Operations)

• Manually paste fake tag URL into Raw Clarivoy Tag column (e.g., https://example.com/tag.js)
• Confirm Clarivoy Tag - Formula column auto-populates correctly
• Confirm both Dealer OMG Status and Clarivoy Status auto-change to “Tag Sent”
• Confirm item moved to "Prospects / Tags Sent" group
• Confirm tag delivery email arrived at keith@dealeromg.com with the tag block populated

Phase 3: Dealer OMG Approval

• Manually fill in Property ID, Subscription 1, Subscription 2, CDP Destination, Ad Account ID
• Verify Monthly Subscription Rate auto-calculates correctly ($99 or $198)
• Try setting Dealer OMG Status to "Dealer OMG Approved" with one required field empty
• Verify the change is blocked by validation rules
• Fill in all required fields
• Set Dealer OMG Status to “Dealer OMG Approved”
• Confirm Clarivoy Status syncs to “Dealer OMG Approved”
• Confirm at least one Sales Pipeline item created (Website Visitors)
• If Subscription 2 = "CDP Lite Lost Leads," confirm a SECOND Sales Pipeline item created
• Spot-check field mapping on each Sales Pipeline item (Subscription, Rate, Contact info, etc.)
• Confirm CDP Rate = $99 on each (not $198)

Phase 4: Sales Pipeline Intake & Rocketlane Handoff

• Confirm Sales Pipeline item Status = "Needs Ops Review" and Referral Source = “Dealer OMG”
• Confirm group = “Needs CS/Ops Action (includes Incoming Online Signups)”
• Confirm email arrived at datateam@clarivoy.com listing the three manual fields (Client ID, Company Name, DMUI Client Name)
• Manually fill in Client ID, Company Name, and DMUI Client Name on the Sales Pipeline item
• Test the Company Name guard: try entering "None" — verify the Rocketlane status change is blocked
• Correct Company Name to a valid value
• Set Sales Pipeline Status = “Rocketlane”
• Confirm Rocketlane project is created
• Confirm Sales Pipeline Status auto-updates to “Send to Properties board”
• Confirm Sales Pipeline item moves to "Won" group
• Verify Sales Pipeline item is NOT touched again (stays at Won)

Phase 5: Properties Onboarding (Rocketlane)

• Confirm Properties item created in "Incoming Rooftops From Sales" group
• Confirm Processing Status auto-sets to “Onboarding”
• Confirm item auto-moves to "Onboarding" group
• Confirm Connect Boards link to Dealer OMG item is established
• Verify all mapped fields are correct (Property ID, Start Date, Monthly Subscription Rate, Primary Domain, Subscription, etc.)
• Rocketlane project visible/accessible for onboarding tasks

Phase 6: Properties Active & Ongoing Management

• When Rocketlane onboarding completes, manually update Properties Processing Status = "Active" (or verify auto-update via integration, TBD)
• Confirm Properties item auto-moves to "Active" group
• Confirm linked Dealer OMG item's Clarivoy Status updated to “Active”
• Confirm linked Dealer OMG item moved to "Active" group on Dealer OMG board
• Verify Sales Pipeline item remains at "Won" (unchanged)

Cleanup:

• Delete all test items from Dealer OMG, Sales Pipeline, and Properties boards

Section 7: Troubleshooting

Dealer OMG Board Issues

Sales Pipeline Board Issues

Properties Board Issues

General Troubleshooting

Activity Log: If anything looks wrong, the Activity Log tells you what happened:

• On any board → top-right three-dot menu → Activity Log
• Filter by automation runs to see what fired and what didn't
• Each entry shows the trigger, the action, and any errors

When to ask for help:

• After checking the Activity Log
• After trying the fix in the table above
• Before deleting an automation that isn't working — disable it first so the configuration is preserved

Section 8: Appendix

Email Templates

All email HTML templates are documented in this separate guide: Dealer OMG × Clarivoy CDP Lite Email Templates

When building automations, open that doc, copy the full HTML for the email you need, paste it into the Monday automation body, and replace the bracketed sentinels with the appropriate chips as noted in each automation section.

Section 9: Changelog