Ops Overview Automations

Table of Contents

Monday Automations Monday Workflows Make Automations Daily Maintenance 🚦 Check that OO Daily Item Review scenario is enabled 🚦 Ops Overview - Daily Item Review (Flip Processing Status) 🚦 Ops Overview - Meeting Notifications to CSLs 🚦 Ops Overview - fix names, QA links & Check Partial Hold/Cancel, inactive links Instant Automations Zapier Automations / Rocketlane Integrations Integration Complete Integration Complete

This article discusses automations for the SA + TVA Ops Overview board.

Monday Automations

Dozens of automations exist on the SA + TVA Ops Overview board. Open the board and click “Automate” in the top right corner to view all automations.

Monday Workflows

OO Proc Status changes - set Reporting Status - sets the Reporting Status
Ops Overview P Month Changes - prevents CS users from changing the P Month while Prod is in Progress (Processing Status = Approved for Prod, Prod In Progress, Verify Prod)

Make Automations

Daily Maintenance

The following Make.com scenarios run on a regularly scheduled basis to complete maintenance on the Ops Overview board:

🚦 Check that OO Daily Item Review scenario is enabled

Checks that the below scenario is enabled. It gets disabled during Board Reset. If a Board Reset scenario fails to finish and is not restarted, there is a chance that this may remain disabled.

🚦 Ops Overview - Daily Item Review (Flip Processing Status)

Runs MTWRFS at 8:00 AM EST and performs the following:

Onboarding Group
- OLD METHOD (Monday Onboarding): Checks to see if Onboarding is Complete but the start date has not passed yet
  - Check the OB Status: If all linked OB Overview statuses=Integration Complete
  - Check the dates: If Start Date + 1 month > now (in the future)
  - If both conditions are met, sets Processing Status to Waiting on First Month
- Checks if we need to start processing data
  - First, check the dates:
    If MTSA Canada or MTSA Limited Study: Final Day of Reporting must have passed
    If NOT MTSA Canada or Limited Study: If now >= Start Date + 1 month
  - Then, check to see if Onboarding is complete:
    OLD METHOD (Monday Onboarding): If all linked OB Overview statuses=Integration Complete
    NEW METHOD (Rocketlane Onboarding): If Processing Status=Waiting on First Month
    *When Integration is Complete, Rocketlane will set Processing Status to Waiting on First Month. If processing should begin, the Make scenario will catch that the following day.
  - If both conditions are met (dates and OB complete),
    - sets Proc Status = Working On It
    - adds the Proc Months
    - If NOT MTSA Canada or Limited Study, checks to see if DMS is an automated feed. If yes, sends the "Verify First Month Unit Counts" email to the Main POC and CCs the DMS pulse
Active Group
- Updates Processing Status according to the status of the Monthly Tasks
  - The only Processing Statuses that will not get changed are:
    - QA Issue
    - Waiting on Classifications
    - Waiting on Tapad
    - Waiting on LiveRamp
    - (Blank)

🚦 Ops Overview - Meeting Notifications to CSLs

Runs Weekdays 8:50 AM EST

Onboarding Group
- If meeting scheduled & still in OB - emails CSL to notify
Active Group
- Notifies CSLs if meetings are upcoming (references Meeting Date column) and data will not be complete in time
  - Meeting Date exists and STUCK tasks exist
  - Meeting coming up (8 days or less) and still Waiting on DMS AND notification not sent yet
  - Meeting coming up (5 days or less) and Leads still missing (but Sales rcvd) AND notification not sent yet
  - Meeting date <= (CSL QA date) AND Meeting in the future AND DMS Done and NOT in Prod AND notification not sent yet

🚦 Ops Overview - fix names, QA links & Check Partial Hold/Cancel, inactive links

Runs MTWRFS at 6:04 AM EST and performs the following:

Group <> Inactive or Hold
- Fixes item names - removes "(copy)", commas ",", dashes "-"
- Adds Prelim QA link if link is empty
- If Properties board MTSA Proc Status=Inactive or Signed but Never Started, Notify Datateam of Inactive property status
- If Prop board MTSA Proc Statuses contain Hold
  - If Prop board MTSA Proc Statuses ALL ~ Hold → Sets Proc Status to HOLD (triggers Monday automations to move item to Hold group and clear certain columns)
  - If a Partial Hold (only some properties linked to the item are on hold), Notify DataTeam to split Partial Hold item
- If multiple different Final Days of Reporting exist, Notify DataTeam to split Partial Cancellation item
Group = Hold
- If Prop board Proc Status contains Cancel and does NOT contain Onboarding or Active, move to INACTIVE group

Instant Automations

Zapier Automations / Rocketlane Integrations

Integration Complete

Integration Complete is defined as all Core Data Tasks being complete (CRM, DMS, Call Tracking, Chat).

PRO/PRO+ Integration Complete

This is a MANUAL CHANGE made by the Project Manager (CS Specialist) or CSL.

In Rocketlane, go to the Project Overview.
Project Info box (top right).
Change Project Status to Integration Complete / Processing 1st Month.
When the Project Status changes to Integration Complete / Processing 1st Month:
1. 🚀 Rocketlane automations import the Phase 4 All Subscriptions (Integration Complete) Template.
2. 🚀 This sends dealer a chat saying “you are integration complete” with the Onboarding Follow-Up survey link
  1. ✴️ A Zapier integration will update the SA+TVA Ops Overview Processing Status to Waiting on 1st Month to mirror this change
    1. 🚦 A Make scenario will check to see if we should start processing data yet. If it is time to start processing data (For MTSA, the 1st of the month following the dealer's Start Date), Make will set the Processing Status to Working On It and add the appropriate Processing Months. It also adds the Prelim QA link.
      1. When the Processing Status changes to Working On It, 🚨 Monday automations moves the Ops Overview item to the Active group.
VERY IMPORTANT!! IF YOU ARE ONBOARDING A GROUP: Zapier will only update the Processing Status for 1 item on the SA+TVA Ops Overview board (the one with the RL Project ID). You must manually update the that the Processing Status for ALL OTHER STORES IN THE GROUP to Waiting on 1st Month.
Continue to Monthly Processing on the Ops Overview Board.

Starter/Basic Integration Complete

🚀 For Starter/Basic subscriptions, Rocketlane automations exist to automatically set the Project Status to Integration Complete / Processing 1st Month when certain conditions are met in the project:
1. Starter CRM Login Task Completed (& tag loaded) -> set Project Status to Integration Complete & if Group, notify Ops Team to set other rooftops' Prop board statuses
  1. Conditions as follows:
Starter - Upload Leads task completed & Tag Loaded (Start Date not empty) -> set project status to Integration Complete [does not always work due to +3 levels of automations chained; see Phase 2 Starter Upload task automations for failsafe] & If group, send email reminder to update Properties board items.
1. Conditions as follows:
Starter - Tag Live task completed & Upload tasks were completed (How would you like... not empty) -> set project status to Integration Complete & If group, send email to remind about updating Properties board items & If group, send email to remind about updating Properties board items
1. Conditions as follows:
When the Project Status changes to Integration Complete / Processing 1st Month:
1. 🚀 Rocketlane automations import the Phase 4 All Subscriptions (Integration Complete) Template.
2. 🚀 Rocketlane automations (Starter/Basic - Integration Complete but no sources filled in) will check to ensure that at least 1 Source is filled in on the Project Fields. If no sources are filled in:
  1. The project status is set back to In Progress.
  2. Ops Team will receive a notification email with steps to remedy the issue.
  3. The below automatons will not run (dealer will not receive the IC email & Ops will not receive the group IC notification email).
3. 🚀 Rocketlane automations (Starter Integration Complete - Send IC email via Make NEW) will send a webhook to start the Make.com scenario Starter - Integration Complete Email (triggered by Rocketlane)
  1. 🚦 The Make.com scenario will send an email to the dealer outlining what they should expect. The email is slightly different depending on the data collection method. A copy of this email is logged as an update on the Monday board item.
✴️ A Zapier integration will update the MTSA Source Reports Properties board Property Status to Integration Complete / Processing 1st Month to mirror this change.
1. Properties stay in this Property Status (Integration Complete / Processing 1st Month) while we process their first month's data. Once the first month's delivery is complete, the Property Status will change to Active on the 1st of the following month (see After First Delivery: Starter/Basic)
IF THIS IS A GROUP PROJECT (identified by the word “Group” in the project name):
1. 🚀 Rocketlane automations from Step 1 above will send a reminder email to datateam@clarivoy.com, reminding the Ops Team to update the Property Status for all subsequent rooftops manually - see step 3 below for how to do this.
VERY IMPORTANT!! IF YOU ARE ONBOARDING A GROUP: Zapier will only update the Property Status for 1 item on the MTSA Source Reports Properties board (the one with the RL Project ID). You must manually update the that the Property Status for ALL OTHER STORES IN THE GROUP to Integration Complete / Processing 1st Month.
Continue to LINK TO STARTER/BASIC MONTHLY PROCESSING PROCESS DOC