This method may also be referred to as “Upload” or “Upload File”, however the Method field of the Rocketlane Tasks and items on Monday boards must be set to COLLECT.

The Collect method means that the dealer is to export their data on their own, then upload a file to Clarivoy every month. After Onboarding, the dealer will receive periodic emails each month reminding them to upload their file and also including links to Data Requirements for Leads or Sales.

Customer article:  Upload Portal Security - explains the security layers behind our upload portal

Requesting the File

Project Manager

The Rocketlane task should contain a link to either step-by-step instructions specific to a vendor (explaining how to pull the data and upload it to us) or the Generic Data Requirements for that data type.

1. 🚀 If dealer selects a vendor that has a Collect method, Rocketlane sends out an email (the contents of the Task Notes) to the dealer containing instructions on how to pull their data and upload it to us.  These instructions are housed in our knowledge base HelpJuice.
2. If the Rocketlane task contains integration instructions and the dealer refuses, it is the Project Manager's responsibility to replace the Task Description with a link to the Collect instructions (HelpJuice article).
3. PRO/PRO+ - Project Manager is to follow up with the customer as needed until a file is received.  Leave the task assigned to the Customer and status as In Progress.  Do NOT change the task status; Ops will change the status once they confirm a file was received.
4. Source Reports ONLY - Automations will immediately update the appropriate Rocketlane task (Sale file or CRM file), setting the status to Completed.  We do not wait until the first file is received.

Reviewing the File & Loading the Data

Ops Team

1. Once the file is received in the Upload site, Ops Team will verify it meets our data requirements.
   1. If the file is NOT good, Ops Team will comment to the dealer in the task comments. Dealer will get an email notification of this.
      1. Leave the task assigned to the Customer and ensure the task status is set to In Progress.  This ensures the dealer will get weekly reminders to complete this task.
   2. If the file is good, continue to the next step.
2. Ops Only - Change the task status to Ops Setup Needed.
3. See Loading Sales and Leads Data through Dropbox for specific steps to load the data.
4. 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

Source Reports: 🚨 The dealer will receive "collect" reminder emails from the Monday MTSA Source Reports Properties board once their monthly processing starts (the 1st of the next month following their Start Date).

Pro/Pro+ Leads: 🚨 The dealer will receive "collect" emails from the Monday MTSA Ops Monthly Tasks Board starting at the beginning of the next processing month.