Customer Vendor Logins Processes

Table of Contents

Saving Customer Vendor Logins Setting up 2FA 2FA via Authenticator App (Preferred) 2FA via Email 2FA via Phone Verifying Access and Permissions

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.

Ops Onboarding Specialist

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.
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
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.
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

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.

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.
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.
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.
ln the top right corner, click the yellow Save button.

2FA via Email

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

2FA via Phone

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.
Update the Keeper entry “Notes” field to note whose phone number is being used for 2FA. Example: “2FA via Charlie's cell”
ln the top right corner, click the yellow Save button.

Verifying Access and Permissions

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.
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.