DVSFTP = DealerVault SFTP.  Clarivoy has an integration with DealerVault, who sends sales to our secure FTP server each morning.

During integration (Phase 1), the dealer completes a Discovery Survey.  On that survey, they let us know who their DMS is and if their DMS is already integrated with DealerVault (Yes or No/Unsure).

If the dealer is using a DMS that we know qualifies for a DealerVault integration, then a DealerVault task is created in the project's DMS phase.  The Rocketlane task starts with Status=Todo and is assigned to the dealer.

Depending on what the dealer answered during their Discovery Survey ("Is your DMS integrated with DealerVault?" Yes or No/Unsure), they will receive one of two DealerVault tasks:

• DealerVault New Integration (Clarivoy Internal Instructions)
• DealerVault Integration [Existing] (Clarivoy Internal Instructions)

Click here to view the customer instructions for DealerVault integrations.

DealerVault New Integration

Enter DealerVault Feed Order

Ops Team and Dealer

If the dealer is NOT already integrated with DealerVault:

1. After the integration call, CS Specialist or CSL should add Ops Team as an additional assignee and leave the status as Todo. This indicates to Ops team that we need to put in a new feed request. The task should be assigned to both the dealer and Ops Team at this point.
2. Open DV Order - Ops Team - Open order in DV and set RL task Status to In Progress.
3. Instructions for opening the order in DealerVault are found here: DV New Feed Request

Split Feeds

Split Feeds are when a dealer has 2 or more stores that share 1 DMS account (usually as a cost savings measure), but we need separate DMS feeds in order to separate Clarivoy reporting into separate properties.  The dealer must have a field in their DMS that will identify every single deal as belonging to a particular store and be able to provide those values to DealerVault so they can split the data.  The field must be visible to DealerVault (for example, data in the Accounting side of Reynolds & Reynolds DMS is not visible to DV; only data in the F&I side of R&R is accessible by DV).  MOST dealers have a way to identify the sales as they are required to provide separate reporting to OEMs and for accounting & tax purposes.

Splitting CDK and Tekion Feeds

DealerVault CAN split CDK and Tekion DMS feeds for us as well.  In these instances, do not go through the normal CDK or Tekion integration process.  Instead, put in DV feed requests, following this process below.

Sales and CS Processes

CS - Requesting a new Split Feed

1. Put in a Feed Request/Order using the combined store's information.  For the Dealer ID, enter 1 of the individual store property IDs (doesn't matter which; just pick one).
2. Open a DV Support ticket to request the split and specify all details:
   1. Property IDs and Names of each store
   2. Specify that you put in an Order for 1 of the feeds.
3. DealerVault will contact the dealer to confirm how to identify sales and split the data correctly.
4. DealerVault will adjust filtering on the existing order and create a separate order under our Split-1 program for the 2nd (and any subsequent) store(s).  They will enter the correct Property ID on these subsequent feeds and set up the correct filtering on the backend.
5. We will receive an email notification when the Split feed(s) are setup.  We will need to login to the DealerVault portal and approve the split feed(s).

Complete Split Feeds

• The 1st feed will be under the normal Clarivoy program.
• The 2nd and subsequent feeds will be under the Split-1 program.
• All feeds will have the same name (the combined store name).  The only way to tell them apart is to check the Dealer ID (our Clarivoy Property ID).  
• There is no visibility in the DV portal to the delivery filters for each feed, so if you need to confirm what is being filtered for a split feed, you will need to open a DV Support Ticket.

Feed Approval Request Confirmation

Ops Team and Dealer

1. DealerVault will send an email with subject "Feed Approval Request Confirmation".
2. No action required at this point by Clarivoy.  
3. A filter has been setup in Datateam Inbox to auto-archive these emails as no actions is required on our part at this time. (label:DealerVault New Feed Confirmation).
   
4. DealerVault will attempt to contact the dealer to setup the new sales feed.  This may take several days or weeks, depending on how responsive the dealer is and if DV can reach the correct contact.  The dealer needs to respond to DealerVault.
5. DealerVault Support will open a case corresponding with the Open Order.  
   1. Clarivoy DataTeam should receive email updates as the case progresses.
   2. You can view the status of the case any time by logging into the DealerVault Support Portal.
6. As work progresses, the Open Order will disappear and be listed under Feeds → Pending Feeds instead.
7. Continue at Feed Approved below.

Feed Approved

Ops Team and Dealer

1. Once the dealer approves the feed, we receive an email (subject="Feed Request Approved"; body="[Dealer Contact] has approved the following request: Sales for Clarivoy from [Dealer Name]. This feed will be activated shortly."
2. A filter has been setup in Datateam Inbox to auto-archive these emails as no action is required on our part at this time. (label:DealerVault Feed Request Approved)
   
3. No Clarivoy action required at this point. DV is still in the process of:
   1. Setting up the feed from the dealer to DV
   2. Setting up mappings
   3. QA'ing the dealer's data
   4. Setting up the feed from DV to Clarivoy
4. Once DealerVault is finished setting up the feed, we will receive the "Feed Activated" email.

DealerVault Existing Integration

Dealer Adds Clarivoy as a Vendor

Dealer

If the dealer IS already integrated with DealerVault, the dealer needs to add Clarivoy as a vendor from their side.

1. The DMS Task Description contains instructions for the dealer to log in to DealerVault and add Clarivoy as a vendor to receive their Sales feed.  
   🚀 The dealer should receive an email containing these instructions.
   
2. The dealer needs to follow the above instructions.

New DealerVault Feed(s)

Ops Team

1. Once the dealer completes the steps to add Clarivoy as a vendor, Clarivoy will receive an email with the subject line New DealerVault Feed(s).
   
2. Follow the steps below to approve the DealerVault feed.

Approving DealerVault Feeds

Ops Team

1. Log in to the DealerVault vendor portal (or click the link in the New Feeds email that says “Take Me To DealerVault”).
2. Go to Feeds → Pending Feeds
3. Look for feeds with status = Vendor Approval Needed
4. Verify that we want this data and have an open Rocketlane task for it. 
   1. If it is a DMS vendor change, make sure the DMS listed is the NEW DMS.  If it is the old DMS, do not approve and instead find the corresponding DV support ticket for this request and reply in the ticket, letting DV know that we need this setup for the new DMS, not the old one (provide the names of both the old and new DMS).
   2. If there are any questions about whether we want the data or not, tag the CSL.
5. Click the gear icon to the right to approve the feed. Enter the Dealer ID, which is the Clarivoy Property ID. 

   ℹ️ If we are combining multiple stores (or multiple DV feeds) into 1 Clarivoy Property, use PROPID for the first one, then PROPID_1 for the second, PROPID_2, etc.    Example: If the PROPID is 12345, use 12345 for the first feed, then 12345_1 for the second feed.

    
6. Note: If the dealer initiated the feed request from their side, this means they are already integrated with DealerVault. Once you approve the feed in DealerVault Pending Feeds, we should receive the "Feed Activated" email very shortly afterwards (almost immediately).

(continued for both New and Existing integrations)

Feed Activated (Waiting on Data)

Ops Team

1. Once we receive the "Feed Activated" email ("This feed will be activated and sent with your next schedule delivery") this means the feed is setup (between DV → Clarivoy) and we should be receiving data soon. 
   
2. Set the RL task status to Waiting on Data
   1. 🚀 RL will set the "Verify Data Date" task field to 2 days later
   2. 🚀 RL will assign the task to Ops Team only.
3. 🚀 2 days later, RL will change the RL task status to Verify Data

Verify Data

Ops Team

When the task status changes to Verify Data (2 days after it was set to “Waiting on Data”), Ops team needs to verify the sales data is flowing and looks good.

1. Use the Looker Sales Dashboard link in the update to confirm data is flowing and looks good. Highlight the link using your mouse, right click and chose "Go to https://......" to open the link.
   1. If it is prior to the Start Date, you will not see data in the Sales Standardized chart. Check the Sales Raw chart instead.
   2. If it is past the dealer's Start Date, verify that we have sales all the way back to their Start Date.  If we did not receive sales back to the Start Date, follow this process: DealerVault Requesting Historical Data.
2. Take a screenshot of the Sales Type from Raw chart which shows all of the Sale Types the dealer is using.
   
3. Paste this screenshot in a private message in the task chat.
4. If the dealer is NOT using any B2B Sale Types (Wholesale, W, Fleet, F, Dealer Trade, DT, D, X), tag the CSL in the chat and ask if they are okay moving forward with the dealer not identifying B2B sales, or if they want to address this with the dealer before proceeding.  Wait on the CSL's response before proceeding.
   1. If the dealer approves moving forward without B2B Sale Types, set Task Status to Completed.
5. If the dealer IS using at least 1 of the B2B Sale Types to identify B2B sales, set Task Status to Completed.
6. When the task status is set to Completed: 
   ✴️ 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).

Weekly Review of DealerVault Orders and Pending Feeds

Ops Team

1. Once weekly, check the status of any open DV orders by going to Orders → Open Orders.
   1. Setup In Progress = DV and dealer are actively working on setting up the feed. No action required from Clarivoy.
   2. Dealer Action Needed = If it has been 10 days or more and the feed is still Dealer Action Needed, in the Rocketlane task, tag the dealer and the CSL in the RL task conversation. Provide the dealer with the DV appointlet URL as found in the task's Private Notes.
   3. Vendor Action Needed = Check the ticket (sometimes there is a link in the left-hand column to the ticket, sometimes there is not and you just need to search for it on the DV Support site). If unclear, respond to DV and ask what vendor action is needed. Note this in the RL task and tag the CSL.
2. Once weekly, check the status of any Pending Feeds.
   1. Vendor Approval Needed = This usually appears when the dealer or DV put in the order from their end (it is not a feed that Clarivoy requested). We should receive an email with the subject "New DealerVault Feed(s)" at this point.  See instructions above for Approving DealerVault Feeds.
   2. Dealer Approval Needed = tag the dealer and CSL in the RL task and let them know. They should have an email from DV asking for approval. They need to login to DV and approve the feed request.

Technical Stuff

• DealerVault files are received in the SFTP server in the /dealervault/to_clarivoy folder and moved to /dealervault/to_clarivoy/done once they are processed.  The file names start with the DealerVault Vendor ID (our Property ID or PROPID_1, PROPID_2, etc. if there are multiple feeds for 1 property).
  • Filename Suffixes are as follows:
    • _SL = Sales
    • _SV = Service (Closed ROs)
    • _SV_APPT = Service Appointments
• This Airflow DAG processes the DealerVault files and loads the data from the SFTP file into sales_raw: dealervault_sftp_processor

Data Mapping

• DealerVault's mapping from DMS fields → DealerVault files can be found in the article How We Count Sales
• DealerVault mappings (DV file columns → sales_raw) can be found here:  https://github.com/Clarivoy/data-server/blob/master/sftp_integration/helper_modules/dealervault_sales_helpers.py

Data Specs

• Backdata for New Feeds:  As of 9/11/2025, by default, DealerVault will send us 3 months of backdata for any new Sales or Service (Closed ROs) feed that is requested.  To request any additional backdata, see DealerVault Requesting Historical Data.
• Daily Data:  
  • Sales: Every day, DealerVault will send a rolling 30 days of data for all Sales feeds.  Every day, we will receive anything newly finalized or updated finalized deals that have a Contract Date within the past 30 days in the dealer’s DMS.  We should not end up with duplicates in Sales Standardized because of our existing “sales row updates” processes.
  • Service (Closed ROs): Every day, DealerVault will send a rolling 14 days of data for all Service RO feeds.  (This is the Max allowed for Service feeds for daily delivery)
  • Service Appointments: Every day, DealerVault will send a rolling 90 days of data for Service Appointments.

DealerVault Programs

We have two Programs set up with DealerVault.

• Clarivoy = normal program for receiving Sales, Service, and Service Appointments for MTSA
• Split-1 = required separate program for subsequent split feeds for Sales, Service, and Service Appointments for MTSA
  See the Split Feeds section for more information.
   

See Also

• DealerVault New Feed Request
• DealerVault Requesting Historical Data 
• DealerVault Lagging Feeds 
• How We Count Sales - shows DealerVault's mapping from DMS fields → DealerVault files