Phase 2 Data Tasks Start

🚀 When the Discovery Survey task (part of Phase 1 template) is completed, Rocketlane will import the appropriate Phase 2 templates (via account level automation):

• Pro/Pro+/Canada: Phase 2 - Pro/Pro+ data tasks and Phase 2 - Pro/Pro+ CS tasks
• Starter/Basic: Phase 2 - Starter data tasks

Core Data Tasks

• DMS [Phase and Task]
• Call Tracking [Phase and Task]
• CRM [Phase and Task]
• Chat [Phase and Task]
• Email Open Logs [Phase and Task]

See Data Integration Processes section below.

Data Integration Processes

The data collection process depends on the data collection Method the dealer selects during the survey.

No backdata is to be downloaded for MTSA Starter or Basic.

• Data Integration: API Method
• Data Integration: Automated Report Method
• Data Integration: Collect Method
• Data Integration: Download Method
• Data Integration: DVSFTP
• Data Integration: Scraper Method
• Data Integration: SFTP Method

Rocketlane - Group Onboarding for Core Data Tasks - PRO/PRO+

When Onboarding a group as a single project in Rocketlane, the number of Core Data tasks that need to be created is according to "how we receive the data":

• DMS = 1 task per property, all public tasks and initially assigned to the Customer. See process below for duplicating core data tasks. (this is because we ultimately want 1 monthly DMS task per property)
• CRM = Start with 1 login task per CRM, all public tasks and initially assigned to the Customer. You may need to adjust this - see below:
  • We need 1 Rocketlane task per login. . See process below for duplicating core data tasks. Some examples may include:
    • If the dealer group uses 2 different CRMs (Elead for some stores, DriveCentric for others) then we need a task for each of these 2 CRMs
    • If the dealer group uses 1 CRM (ex: DriveCentric) but cannot provide a group login containing all of the stores [typically due to how their CRM accounts are setup], then we need a separate task for each login they provide. If they have 5 stores and provide 5 separate logins, create 5 CRM tasks.
• Leads Collect Files = Start with 1 public task per vendor. We hope the dealer can provide a (multi) file containing all stores together.
  • If the dealer provides separate files for each store, duplicate out the tasks - 1 task per file.
• Leads API Integrations = Start with 1 public task per vendor to request the dealer's approval.
  • Start - On each API task:
    • Go to the Additional Info tab and check the box for "Do Not Create Monthly Task"
    • Tag the dealer and list the stores that this approval applies to.
  • Once the dealer approves:
    • Send the approval to the API vendor on the "group" task.
    • Set the "group" task status to Waiting on Vendor.
  • Once the vendor provides the API keys:
    • Set the "group" task status to Completed.
    • Duplicate out the task for as many stores as it applies to (if the task is for 6 stores, duplicate it out 6 times). . See process below for duplicating core data tasks.
    • For each of the separate API property tasks:
      • Make each of these separate API property tasks Private.
      • Paste the API key for each store inside each task's Chat - in a private message.
      • Set the status to Data Pull Needed
      • Enter the API key(s) on the property in the DMUI
      • Set the status to Waiting on Data

Duplicating Core Data Tasks in Rocketlane - PRO/PRO+

It is the responsibility of the CS Specialist to duplicate out the core data tasks as needed. In some cases, the CS Specialist may not know exactly how the data will be received, or the dealer may complete the Discovery Survey and start working the core data tasks before the CS Specialist can check on the project. If Ops Team starts to work a data task for a group project and discovers that additional tasks are needed Ops Team should duplicate out the tasks as needed, based on the above guidelines.

1. In the Project Plan tab, find the core data task you want to duplicate.
2. Do not open the task. On the task tile, click the three dots in the top right-hand corner ("more actions" will appear when you hover over the three dots).
3. Choose Duplicate Task.
4. Duplicate Task dialog box
   1. Enter the number of times you need to duplicate the task
   2. Remove the number prefixes from the name of each task
   3. Add a " - " and the store name after each task. For example: CallRevu - Johnson Hyundai of Florence
   4. Click Duplicate.
   5. It may take a few minutes for the new tasks to appear. You may need to refresh your browser.
5. Open each of the newly duplicated tasks. For each task, go to the Additional Info tab and fill in each of these fields:
   1. Method [this should be filled in if the main task you duplicated out was created correctly]
   2. Data Type [this should be filled in if the main task you duplicated out was created correctly]
   3. Task Vendor [this should be filled in if the main task you duplicated out was created correctly] **CS: The Task Vendor name must match one of the existing task vendors on the Monthly Task board. If you have to fill in this field manually, see the Monthly Task board Vendor column to find the correct name. Example: for DriveCentric, it must read DriveCentric CRM (NOT DriveCentric). **OPS: The Task Vendor name must match the preprocessing_key value in the claripedia.lead_data_suppliers table in Postgres.
   4. Task Property ID - The property IDs that the data will be mapped to for each task.
      1. If the task is for an individual store, use its Property ID.
      2. If the task is for multiple stores, enter all property IDs for the corresponding stores separated by a comma and a space between each one. Example: 94531, 99887, 99888, 99889
   5. Task Dealer Name - see below:
      1. If the task is for an individual store, this is the property name.
      2. If the task is for the entire auto group, this is the Client Name (auto group name).
   6. Task Contact Name - Only required for collects. This should default to the Main POC Name for the project. If someone else is providing the data (such as a dealership admin or a vendor rep) and we have their contact information, fill it in here instead.
      1. **OPS: If someone else uploads the data besides the contact listed here, update the contact to the person who uploaded the data.
   7. Task Contact Email - Only required for collects. This should default to the Main POC Email for the project. If someone else is providing the data (such as a dealership admin or a vendor rep) and we have their contact information, fill it in here instead.
      1. **OPS: If someone else uploads the data besides the contact listed here, update the contact to the person who uploaded the data.

Rocketlane - Changing data integration methods - Starter

For dealers on any CRM that Wall-E supports (as of May 2025 this includes DealerSocket, DriveCentric, ELEAD/CDK CRM, VinSolutions), they will receive a task with instructions to create a login.

All other CRMs will receive 2 Upload tasks (Sales and Leads).

If a dealer refuses to give us a login, follow these steps:

1. Go to the Project Overview and view all Project Fields (top right).
2. At the bottom of the Leads+Sales phase, hover over the Add Task button. Click the ▽ button next to Add Task.
3. Add Task From Template.
4. Search for "Upload".
5. Under Phase 2 - Starter Data Tasks, check both "Upload Leads File" and "Upload Sales File".
6. Click Next.
7. Choose today as the Start Date.
8. Click Add 2 Tasks.
9. 🚀 Automations should:
   1. Create both tasks.
   2. Assign both tasks to the Customer.
   3. Set Both Tasks to Completed.
   4. Change the Project Field "How would you like to give us your data?" to "Upload file".
10. Verify that both tasks are assigned to the Customer and the status is set to Completed (these should happen automatically).
11. Delete the login task.

Rocketlane - Changing data integration methods - PRO/PRO+

For some DMS vendors, there are 2 commonly used methods.

• For CDK DMS:
  • CDK API - This is our preferred method. This task will be created by default.
  • CDK Upload - This task is not created by default. If the dealer prefers to go Collect instead of using CDK API, see the instructions in the Private Notes of the CDK API task for how to add the CDK Upload task instead.
• When a dealer selects Reynolds & Reynolds as their DMS, 2 data tasks are created in the DMS phase:
  • Reynolds & Reynolds Upload - This is our preferred method. This task will be created by default.
  • Reynolds & Reynolds DealerVault integration - This task is not created by default. If the dealer's Reynolds & Reynolds DMS is already integrated with DealerVault and they can commit to pushing the data once per week, we can integrate with DealerVault. See the instructions in the Private Notes of the R&R Upload task for how to add the Reynolds & Reynolds DealerVault Integration task instead.
• Other DMS
  • Other DMS upload - This is our preferred method. This task will be created by default.
  • DealerVault new integration - This task is not created by default. If the dealer prefers to attempt integrating through DealerVault, follow the instructions in the Private Notes of the Other DMS Upload task for how to add the DealerVault new integration task instead.
• All Other Vendors
  • Integration - This is our preferred method. This task will be created by default.
  • Upload - If the dealer refuses to do an integration, follow these steps:
    1. Update the task name - Remove references to an integration (such as "API" or "approval") and change the task name to [Vendor Name] upload
    2. On the task, go to the Additional Info tab (just above the Task Notes) and update the following:
       1. If the vendor name does not appear in Task Vendor, insert it (see Ops for the proper vendor name. Vendor Names MUST match the preprocessing_key found in the claripedia.lead_data_suppliers table.
       2. Change the Method to Collect
       3. Ensure the Task Contact Name field is filled in
       4. Ensure the Task Contact Email field is filled in - This person will receive the collect emails from the monthly task board.

Data Tasks - Setting to Completed in Rocketlane

When a Core Data Task's status is set to Completed in Rocketlane:
The Zapier Integration NEW Creating data tasks on Monthly task board (PRO/PRO+) runs:

1. Zapier checks for these conditions:
   1. Task field Do Not Create Monthly Task is NOT checked.  If checked, it stops.
   2. Project field Subscription does NOT contain Starter or Basic.  If Starter or Basic, it stops.
   3. The task status was set to Completed by a Clarivoy employee ("clarivoy" in the user's email address).  
      If not a Clarivoy employee:
      1. Rocketlane task Status is set to Ops Setup Needed
      2. An error message is posted in the Rocketlane task chat ("Error! Only Ops Team can set a data task to Completed.")
   4. All necessary Core Data Task fields are filled in:
              ◦ Task Vendor
              ◦ Method
              ◦ Data Type
              ◦ Task Property ID
              ◦ Task Dealer Name
      If any of these are blank:
      1. Rocketlane task Status is set to In Progress
      2. An error message is posted in the Rocketlane task chat with steps to correct.
2. If all of the above checks pass, Zapier creates a new item in the SA+TVA Ops Monthly Tasks board
   1. Task Status is determined according to the Data Type:
      1. If DMS task
         1. If we are not at their Data Processing Start Date (Start Date+1 month), the task will be created with status=New until Start Date+1 month arrives.
         2. If we ARE at their Data Processing Start Date (Start Date+1 month), the task will be created with Status=DMS Done. A Monday workflow will clear the status, then set it back to DMS Done (to trigger automations that fill in the Done Date, Sales Date, Prelim Date, CSL QA Date).
      2. If TV, tasks are created with status=New and Monday workflow will flip them to TV Not Received.  [the process for TV says that Seth/CSL should not wait until we receive the first TV files before setting the Rocketlane task status to Completed]
      3. If Service, tasks are created with status=New and Monday workflow will flip them to Special Task Not Received.
      4. If any other data type, tasks are created with status=Done. A Monday workflow will clear the status, then set it back to Done (to trigger automations that fill in the Done Date, Prelim Date, CSL QA Date).
3. ✴️ If successful creating the task, a private chat message is posted on the Rocketlane task with a link to the new Monday item and a note about the Status of the task.
   If not successful, a private chat message is posted on the Rocketlane task with an error message and the task status is set back to In Progress.
4. If a vendor change (task field Vendor Change Old Task ID is not empty):
   1. ✴️ Zapier will find the old Monday item and set its status to Inactive.
      1. If successful, item updates are created on both the Old and New Monday items denoting that this was a vendor change with a link to both tasks.
         If not successful, a private chat message is posted on the Rocketlane task with an error message.