Manually Process the Unprocessed Items

Review the email confirmation sent by the Make.com scenario and look for the Unprocessed items section at the bottom. You will need to manually process these tasks.

NOTE: NOT ALL of the tasks listed under Unprocessed Items may need to be placed in the inactive or hold group if it is a Partial Cancellation or Partial Hold (for a group; where some properties are cancelling and some are not). In that case, only inactivate the tasks for properties that are cancelling.

When reviewing Unprocessed Items, ensure that items you are processing have a Final Reporting Date or Start of Hold Date that is in the PAST (not today or a future date).

For tasks that could not be Inactivated by the Make.com scenario automatically, follow this process. Typically those tasks are linked to multiple Ops Overview items or multiple Properties, some of which are not cancelling (a "Partial Cancellation" or "Partial Hold").

1. If it is a partial cancellation and the tasks are single rooftops, review the Properties board to figure out which rooftop(s) are cancelling and move those tasks to the Inactive group (or Hold).
2. If it is a partial cancellation and the task is for multiple properties, you will need to manually remove the cancelled rooftops from the tasks.
   1. Edit task name and remove property ID(s) for cancelled rooftops
   2. Update the pulse denoting which rooftops were removed and why (example: Removed ABC Motors Honda (99991) because they cancelled MTSA with a Final Day of Reporting of 1/31/2024)
   3. If there is a processing link to verify data in Looker, clear the Processing Link column. Make.com will generate a new processing link column the following morning.
   4. If it is a (multi) report where we receive data for an entire group, do not login and remove the cancelled rooftop. We will continue to receive their leads and load them in case the cancelled rooftop comes back on board later.

ONLY FOLLOW THIS PROCESS if Make.com scenario does not work.

Go to the SA+TVA Ops Monthly Task Board.  You must make the tasks for cancelled dealers Inactive.

1. On the Clarivoy Properties board, see Cancellations That Need Processed This Month view.
2. Note which clients have Cancelled or are starting a Hold.
3. On the Monthly Tasks board, for each Cancelled client, filter for their tasks. 
4. For each task:

IF the property cancelling is part of a larger group and the entire group did not cancel:

1. Remove that property ID from the item name
2. If applicable, remove the property ID from any Looker links in the Processing Link column
3. Denote the specific property cancellation in the task's conversation updates

Otherwise:

1. For any with METHOD=AUTOMATED REPORT
   1. Login to the vendor site and unschedule the report delivery. 
   2. 🚨 Automation will create a task reminding Data Team to do this on Ops Task Board under the Cancellation Tasks group.
   3. Add "INACTIVE" to beginning of Keeper login name (or "HOLD" for Holds)
   4. 🚨 Automation sets Delete DL Login Date to 60 days later.
   5. 🚨 When Delete DL Login Date arrives, an automation will create a task on Ops Task Board to remind the Data Team to delete the Keeper login.
2. For any with METHOD=DOWNLOAD
   1. Add "INACTIVE" to beginning of Keeper login name (or "HOLD" for Holds)
   2. 🚨 Automation sets Delete DL Login Date to 60 days later.
   3. 🚨 When Delete DL Login Date arrives, an automation will create a task on Ops Task Board to remind the Data Team to delete the Keeper login.
3. For any with METHOD=DV SFTP
   1. Login to Authenticom and deactivate the DealerVault feed. 
      1. 🚨 Automation will create a task reminding Data Team to do this on Ops Task Board under the Cancellation Tasks group.  Mark this task as Done.
4. For any with METHOD=API
   1. Login to the Dashboard, find the property, click 3rd Party and set the API key to Status=Inactive. 
      1. 🚨 Automation will create a task reminding CS Specialist to deactivate all APIs for cancelled clients on Ops Task Board under the Cancellation Tasks group.  Mark this task as Done.
   2. For CDK API clients, login to Fortellis and cancel the subscription. (This should have been done on the 25th of the month) 
      1. 🚨 Automation will create a task reminding Data Team to do this on Ops Task Board under the Cancellation Tasks group.  Mark this task as Done.
5. Select all line items for Cancelled Clients
   1. For all with a (multi) folder where all rooftops have cancelled, go to Dropbox and delete the Insyncing Data Drop (multi) folder
6. Move to group Inactive. 🚨 This triggers an Automation that will:
   1. Clear Task Owner
   2. Clear Status
   3. Clear Data Required Email
   4. Clear Method
   5. Clear P. Month
   6. Clear Task Timeline
   7. Clear Overview of Monthly SA (unlink from clients)
   8. For Methods DOWNLOAD and AUTOMATIC REPORT, Delete Keeper Login Date will be set to +60 days later
   9. NOTE: DO NOT Clear the Contact info

NEW MAKE.COM PROCESS FOR PROCESSING OPS OVERVIEW ITEMS FOR CANCELLATIONS AND HOLDS:

IT IS IMPORTANT TO RUN THE TASKS CANCELLATIONS SCENARIO BEFORE YOU RUN THE OPS OVERVIEW CANCELLATIONS SCENARIO!!

🚦 On the last day of the month, manually run the Make.com scenario Board Reset: Cancellations: Ops Overview (manual run last day of the month).

1. Open the link to the Make scenario above.
2. Click the purple Edit button (top right corner)
3. Click the ▶️ Run Once button
4. Watch the execution details box on the right side of the screen. Wait for execution to finish.
5. Check Datateam email box. An confirmation email will be sent containing all Tasks that were Processed and those that could not be processed automatically (Unprocessed).
6. Follow instructions below under "Manually Process the Unprocessed Items".

Manually Process the Unprocessed Items

1. Review the email confirmation sent by the Make.com scenario and look for the Unprocessed items section at the bottom.
2. For Ops Overview items that could not be Inactivated by the Make.com scenario automatically, follow this process. Typically those tasks are linked to multiple Properties items, some of which are not cancelling or going on hold.
3. If it is a partial cancellation(one or more rooftops are cancelling, but one or more are NOT cancelling), you will need to manually remove the cancelled properties from the Ops Overview item.
   1. Edit the Clarivoy Properties NEW connect boards column and unlink the properties who are cancelling.
   2. Update the pulse denoting which rooftops were removed and why (example: Removed ABC Motors Honda (99991) because they cancelled MTSA with a Final Day of Reporting of 1/31/2024)
   3. Clear the Prelim QA Link column. Make.com will generate a new Prelim QA link column the following morning containing only the remaining properties.

ONLY follow this process if the Make.com scenario fails or if you want to double-check as we sometimes have cancellations that are entered late on the properties board by the CSLs (entered past the end of their last processing month).

1. Go to Clarivoy Properties board: Cancellations-Past Months view
2. For each Cancelled property, find their Ops Overview item
3. Move the OO item to the Inactive group.
   🚨 This triggers an Automation that will:
   1. Clear Task Owner
   2. Clear SA/TVA Properties (Rooftop) (unlink from properties)
   3. Clear Processing Status
   4. Clear Monthly Status
   5. Clear Processing Month
   6. Clear CSL
   7. Clear Products
   8. Note: Do NOT clear the contacts
4. Double Check for Cancellations & Holds Entered Late: This is a double-double check as the Cancellations-Past Months view may not always catch everything.
5. Go back to Ops Overview board
6. Sort by the Properties board MTSA Processing Status column
7. Review all items in the Onboarding and Active groups to make sure none have a Properties board MTSA Processing Status value of:
   • New/None
   • Cancel FINAL - Deactivation
   • Signed but Never Started
8. If you find any items with any of these statuses, double check the properties board item(s to verify, then repeat all steps mentioned above for each cancelled property.

🚨 When tasks on SA+TVA Monthly Tasks board with Method=Automated Report are moved to the Inactive group, Monday automations will create a cancellation task reminding Ops Team to unschedule the report on Ops Task Board under the Cancellation Tasks group.

1. Login to the vendor site and unschedule the report delivery.
2. Add "INACTIVE" to beginning of Keeper login name (or "HOLD" for Holds).
3. Set the cancellation task status to Done.
4. 🚨 Automation sets Delete DL Login Date on the Monthly Tasks board item to 60 days later.
5. 🚨 When Delete DL Login Date arrives, an automation will create a task on Ops Task Board to remind the Data Team to delete the Keeper login.

When tasks on SA+TVA Monthly Tasks board with Method=Download are moved to the Inactive group, you should:

1. Add "INACTIVE" to beginning of Keeper login name (or "HOLD" for Holds)   Note: A cancellation task is NOT created for this on the Ops Task Board.
2. 🚨 Automation sets Delete DL Login Date on the Monthly Tasks board item to 60 days later.
3. 🚨 When Delete DL Login Date arrives, an automation will create a task on Ops Task Board to remind the Data Team to delete the Keeper login.

🚨 When tasks on SA+TVA Monthly Tasks board with Method=API are moved to the Inactive group, Monday automations will create a cancellation task reminding Ops Team to inactivate the API key on Ops Task Board under the Cancellation Tasks group.

1. CDK API: For CDK API clients, login to Fortellis and deactivate the subscription.  See CDK Internal Processes document for specific steps.
2. All Other APIs: Login to the Dashboard, find the property, click 3rd Party and set the API key to Status=Inactive.
3. Set the cancellation task status to Done.

🚨 When tasks on SA+TVA Monthly Tasks board with Method=DV SFTP are moved to the Inactive group, Monday automations will create a cancellation task reminding Ops Team to deactivate the DealerVault feed on Ops Task Board under the Cancellation Tasks group.

1. Login to Authenticom and deactivate the DealerVault feed.
2. Set the cancellation task status to Done.

Run the Make.com Scenario to Reset Ops Overview Board items

This scenario can only be run at the end of the month, for resetting the board for the following month.
If missed running on the last day of the month, the scenario can NOT be run at the beginning of the processing month, as it will always reset the board for the following month.

1. Open the Board Reset - Ops Overview Initialization scenario on Make.com
2. Click the purple Edit button (top right corner)
3. Click the ▶️ Run Once button
4. Watch the execution details box on the right side of the screen to ensure it runs.
5. This scenario will 
6. After this scenario runs, Make.com will trigger a daisy chain of scenarios to run after it in this order:
   1. Board Reset - Ops Overview Processing
      *This scenario processes the OO Active group items in chunks of 300 items at a time, and calls itself repeatedly until all tasks on the board have been processed
   2. Board Reset - Monthly Tasks SubTasks 
   3. Board Reset - Monthly Tasks Initialization
   4. Board Reset - Monthly Tasks Reset New Processing
      *This scenario processes the task board items in chunks of 300 items at a time, and calls itself repeatedly until all tasks on the board have been processed.  See Resetting the Monthly Tasks Board section below for more details.

Each scenario can take up to 40 minutes to complete!  Upon successful completion of each scenario, DataTeam will receive a confirmation email.

🚦 This Make.com scenario will:

1. Clear Meeting Date if it is in the Past (will not clear future dates)
2. Clear Processing Month on items in Prod
   1. For all where Processing Status = Verify Prod, clears Processing Month(s)
3. Add New Processing Month
   1. For ALL items, adds the new month to Processing Month
4. Reset Statuses
   1. For all items in the Active group whose Processing Status is NOT QA Issue, sets Processing Status = Working On It
      1. Those whose Processing Status is QA Issue will remain in QA Issue status for the next month. Use this status when there is an issue that needs to be manually resolved before the next PROD.
      2. Those that have tasks that are STUCK, DealerVault Stuck, or Dealer Unresponsive will be reset to that status the next morning when the Ops Overview Daily Item Review scenario runs)
   2. 🚨 This will trigger a Monday Automation that sets Monthly Status = Working On It
5. Trigger a daisy chain of scenarios to run after it - see above.
   
    

ONLY follow this process if the Make.com scenario fails.

1. Reset Dates -  For all where Processing Status = Verify Prod:
   1. Clear Processing Month
   2. Double check linked “Month” column (P. Month from Ops Monthly Task board) should = Processing Month.  
   3. If it does NOT match, go back to Ops Monthly Task board & find that task:
      1. If CRM or DMS, clear out the extra months (We know these were done because we delivered that month on the Ops Overview board!)
      2. If other categories, we may still be missing the data & do not clear out the P. Month (unless you know for sure it was received and loaded). If there are 4 or more months listed in the P. Month for a task (we have not received data in 3 months for this task), follow the “Inactive Tasks” process above.
2. Add New Dates to Processing Month
   1. For ALL items, add current month to Processing Month
3. Clear all Task Owners
4. Reset Statuses
   1. For all that are NOT Processing Status=STUCK, DealerVault Stuck, or Dealer Unresponsive, Set Processing Status = Working On It
      (Those that are STUCK, DealerVault Stuck, or Dealer Unresponsive will remain in that status until the issue is resolved)
      1. 🚨 This will trigger an automation that sets Monthly Status = Working On It