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Data Integration: Automated Report Method

Table of Contents

Data Integration: Download Method After Onboarding

The integration instructions for the AUTOMATED REPORT method are the same as the instructions for the DOWNLOAD method, with one exception:  After building the report and downloading the backdata, you will need to schedule the report for monthly delivery to the datateam email box.

Data Integration: Download Method

Request Login

:bust_in_silhouette: CSL or CS Specialist

If dealer selects Scraper method, we need to collect a login and setup the login. Collecting the login is part of Onboarding.

The Scraper method is currently only offered for dealers using DealerSocket, DriveCentric, VinSolutions, and Dealer.com Call Tracking. If the dealer uses another CRM and selects Scraper, CS Specialist will alert them through Rocketlane that they must instead provide a login or upload a file.

 

 

  1. Dealer receives email requesting login information, with permissions specified based on which CRM they have.  If this is a new vendor, select “Other” on the Discovery Survey.  A task will be created containing the Standard Login Request Instructions.
  2. Dealer provides login by responding in Rocketlane task conversation.
  3. CSL - If the dealer provides the login to you in an email, post the login credentials in the task comments.
  4. CSL or CS Specialist - Once login is received in the task comments, set task status to Data Pull Needed.
    1. 🚀 Rocketlane automations will reassign the task to Ops who will pick it up from here.

 

Login Setup

:bust_in_silhouette: Ops Onboarding Specialist

Customer Vendor Logins Processes

Saving Customer Vendor Logins

⚠️ Always use Google Chrome with the Keeper browser extension

 

Whenever we receive a vendor login from a dealership, it should be set up and saved in Keeper vault in the shared folder Customer Logins.  Access to this folder is strictly limited to the Ops Team (DataOps Team in Keeper) who performs login setups, password changes, report setups, and monthly data downloads.

:bust_in_silhouette: Ops Onboarding Specialist

  1. Log in using the temp password provided, or for some vendors, using the activation link that was emailed to datateam.
    1. If there are login issues, tag the dealer in the task chat explaining and asking for their help.  Add the dealer back as a task Assignee and set the task status back to In Progress.
  2. Save the login in Keeper in the shared folder Customer Logins. 
    1. In Keeper, in the left navbar, click the + icon
    2. Create New Record
      1. Location = Customer Logins (shared folder)
      2. Record Type = Login
      3. Title = Use the format Vendor Name - Dealer or Group Name (the same format as the SA + TVA Ops Monthly Tasks board).
        Example: DealerSocket - ABC Motors
      4. Click Next
  3. Keeper Login Details Tab
    1. Password = click the Dice icon to generate a new password.  Login and change the password to this new secure password.
    2. Website Address = Make sure you update the URL to the login URL for the specific vendor.  Often times, Keeper will populate the “new account setup URL” and not the “login URL”.  
      Example:  When setting up a CDK CRM (Elead) login, Keeper may autopopulate the URL as:  https://retail.cdk.com/welcome
      You need to change it to the actual CDK login URL as found on the Vendor Details board or in the Rocketlane task notes:  https://retail.cdk.com
    3. Setup Security Questions: If the login requires you to setup security questions and answers, edit the Keeper entry and place the Questions and Answers in the “Notes” field.
  4. If 2FA is offered by the vendor, continue below,
    If 2FA is not offered, save the Keeper entry: in the top right corner, click the yellow  Save  button.

Setting up 2FA

  1. Setup 2FA: If the vendor offers an option for MFA (Multi-Factor Authentication; also known as 2FA), enable it.
      If you are given multiple options for MFA (email, text message, authenticator app), you should choose Authenticator App if available.

2FA via Authenticator App (Preferred)

Obtain the MFA Setup code from the vendor site.
* If this login will be used on the Scraper, you MUST setup 2FA.

  1. When you are offered the QR Code, find the option that says “Can't scan” and click it.  You will then be provided with a string of numbers and letters.  This is called the Secret.
  2. Save the Secret:  
    1. Click Add Custom Field
    2. Choose Hidden Field
    3. Above the field value box, next to where it says “Hidden Field”, click Edit Label
    4. For the field name, enter Secret
    5. Click Save
    6. In the field value box, paste the Secret code you were given by the website.
  3. Add 2FA:
    1. Click Add Two-Factor Code
    2. Next to Manual Entry, click Setup
    3. In the Secret Key box, paste the Secret code you were given by the website.
    4. No need to fill in any of the other fields.
    5. Click Add
    6. Keeper will then give you 2FA codes for this entry.  Confirm the 2FA code on the vendor website.
  4. ln the top right corner, click the yellow  Save  button.
 
 

2FA via Email

  1. Use the email address on our user profile (typically datateam+clientname@clarivoy.com - replace dealername with the dealer name, no spaces or punctuation).
  2. Update the Keeper entry “Notes” field to note “2FA via email”.
  3. ln the top right corner, click the yellow  Save  button.
 
 

2FA via Phone

  1. Use the Data Team Google Voice Phone number:  ‪(401) 267-2981‬
    Text messages sent to this number are automatically forwarded to the datateam inbox as an email.
    1. If the vendor does not allow you to use this phone number (DriveCentric is one example), they have blocked use of VOIP phone numbers.  You will need to use your personal cell phone number.  In the Keeper entry “Notes” field, note whose phone number was used.
  2. Update the Keeper entry “Notes” field to note whose phone number is being used for 2FA.  Example: “2FA via Charlie's cell”
  3. ln the top right corner, click the yellow  Save  button.
 
 

 

Verifying Access and Permissions

  1. Verify Access to All Stores - Verify we have access for all applicable stores within a group.  The store selector dropdown box is usually in the top right corner of the CRM.
  2. Verify Permissions - See the task notes (integration instructions that were sent to the dealer) for information on what permissions are required.
    1. If no specific permissions are required, we require access to: 
      1. View all leads for all users
      2. Create Reports
      3. Download/Export data
    2. If the permissions are incorrect, tag the dealer in the Rocketlane task and ask them to update the permissions.  Add the dealer back as a task Assignee and set the task status back to In Progress.

 

Download the Backdata

:bust_in_silhouette:Ops Onboarding Specialist

  1. Build the Report:  Follow vendor-specific instructions to download the data.  This may include creating a report.
    Vendor-specific instructions can be found here:
    1. DMS Sales Data (What/Why/How) 
    2. CRM Leads Data (What/Why/How) 
    3. Call Tracking Data (What/Why/How) 
    4. If the vendor is not listed on any of the above pages, see the Monday board Vendor Details & Instructions
  2. Download the Backdata:  
    1. For leads, download backdata.  Use the date range: 2 months prior to the dealer's Start Date through the end of the last closed month.
      1. Use the naming convention: YYYY MM to MM - Dealer or Group Name - Vendor Name where YYYY MM to MM represents the year and months that the data represents.
    2. For sales, if today is more than 1 month past the property's Start Date, you will need to download any sales we need. Use the date range: Start Date through the end of the last closed month.
      1. Use the naming convention: YYYY MM to MM - Dealer or Group Name - Sales where YYYY MM to MM represents the year and months that the data represents.
  3. If you built a saved Report, adjust the Date Range:  Once you have downloaded the backdata, remember to edit the report and set the date range to “Last Month” or “Previous Month”.  This way, the report will always show the prior month data.

 

Automated Report - Scheduling the Report

:bust_in_silhouette:Ops Onboarding Specialist

  1. If the method is AUTOMATED REPORT:  Follow vendor-specific instructions to schedule the report for email delivery.  
    1. Use this format for the email address:   datateam+clientname@clarivoy.com
           Replace clientname with the dealership name (no spaces).  Make sure you include the + sign.  
           Example: If the dealership name is ABC Autos, the email address would be datateam+abcautos@clarivoy.com.
    2. For Leads: schedule the report for the 1st of each month at a random time prior to 6:00 AM EST.
    3. For Sales: 
      1. If the dealer has provided an Accounting Date, schedule the report for delivery on the Accounting Date+2 days at a random time prior to 6:00 AM EST.
      2. If the dealer has NOT provided an Accounting Date, we will assume the Accounting Date is the 5th of the month.  Schedule the report for delivery on the 7th of the month at a random time prior to 6:00 AM EST.
  2. Edit the Task Notes:  In the Rocketlane task, on the Additional Info tab, edit the “Task Notes” field and indicate what day of the month the report is scheduled to be delivered.

 

Load the Backdata

:bust_in_silhouette:Ops Onboarding Specialist

Combined Data for Multiple Properties

Any Leads data that cannot be mapped specifically or accurately to a specific rooftop gets loaded to the parent property.
See Loading Data to a Parent Property for details on this process.

 
  1. See Loading Sales and Leads Data through Dropbox for specific steps to load the data.
  2. Set the Rocketlane task status to Completed.
    1. ✴️ PRO - Rocketlane Zapier Integration creates a new item in the SA+TVA Ops Monthly Tasks board.
      1. For details on this process, see: Data Tasks Setting to Completed in Rocketlane.
      2. If the Monthly Task board item cannot be created by Zapier, an error message should appear in the task Chat explaining why.  Typically this is because the required fields are not filled in on the task's Additional Info tab (Method, Task Vendor, Data Type).

After Onboarding



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