AutoPlayAuto.com 20.8.1 August Release Notes - Released Tuesday 1st September

AutoPlayAuto.com 20.8.1 August Release Notes - Released Tuesday 1st September

Automation - Blackout Periods To 'Queue' or 'Suppress' (SPW-3714)

For certain automation settings it may not be desirable to trigger either internal or external notifications outside of business hours.  In 20.8.1 we have introduced the concept of 'Blackout Periods'.  This allows dealerships to set up the time ranges when they do not want any automation action to trigger (for example you would not want a customer to be emailed after 10pm until 9am).

There are two types of Blackout Periods;
  1. Queue - Any automation action that is tirggered during a blackout period will be queued to send at a user controlled nominated time when business hours resume
  2. Suppress - Any automation action that is triggered during a blackout period will not be sent - even when normal hours resume  
When setting up your Blackout Periods you can set them by Weekday, Saturday or Sunday if you have different hours.  To add multiple Blackout Periods for each of those click on the green 'ADD' button.

When selecting 'Queue' you will need to specify;
  1. Start Time - the time that your blackout period starts - any automation action triggered BEFORE this time will be completed, whilst any automation action triggered AFTER this time will be queued to send after the End Time
  2. End Time - the time that your blackout period ends - any automation action triggered AFTER this time will be completed, whilst any automation action triggered BEFORE this time will be queued to send after the End Time
  3. Requeue For - the time that you wish for any action/communication to be sent after the Blackout Period ends


When selecting 'Suppress' you need to specify;
  1. Start Time - the time that your blackout period starts - any automation action triggered BEFORE this time will be completed, whilst any automation action triggered AFTER this time will be suppressed and will not ever send - even when normal business hours resume
  2. End Time - the time that your blackout period ends - any automation action triggered AFTER this time will be completed, whilst any automation action triggered BEFORE this time will be suppressed and will not ever send - even when normal business hours resume



Remember to set your 'Brakes' as well when using Blackout Periods.  Brakes allow you to specify actions that will interupt the automation workflow for a lead.  They will come into play if using the 'Queue' Blackout Periods as there is a delay between the trigger and any actual action/communication, you want to make sure something essential hasn't changed on the lead in the interim (for example if the lead triggers a SMS to the customer at midnight, and you have it queued for 10am if the lead is Closed Won at 9am you will likely not want the SMS to be sent - in which case set a Brake of 'Lead Closed Won' and this will be checked for, before any SMS is sent).





Lead Allocation - Rostered Days Off (SPW-3653)

In 20.8.1 it is now possible to set up 'Rostered Days Off' when using the automatic rotation with the 'Use Manager Rotation' setting enabled.



In the User screen it's now possible to tick the users rostered day off from the Mon to Fri check boxes.  Ticking this box will automatically prevent the user from being allocated leads (or receiving allocation emails) during the days they are regularly rostered off work.  Rostered days off cover 12.01 AM to midnight.

Where 'On Holiday' will take the user completely out of the rotation until unticked, the Rostered Days Off allows you to set recurring days where the user should not be automatically allocated any new leads.  Please make sure to tick the days the user is out of the dealership, rather than the days they are rostered on to work.



When a user has rostered days off set against them, this will be displayed on the Lead Management screen.  When the user returns to work AutoPlay will automatically slot the user back into the automatic rotation in their normal position (it will not reset the queue and it will not change the priority order).  This function will ONLY work when the 'Use Manager Rotation' checkbox is ticked on the Lead Management screen.


AutoLine DMS Lead Exports (SPW-3912)

In 20.8.1 it is now possible for AutoLine DMS Lead Exports to better control the export of Closed Lost Leads.  Prior to 20.8.1 Closed Lost Leads were treated as sequentially being at the end of the Progress list.  This meant that Leads/Contacts were exported to the DMS upon the lead being Closed Lost - regardless of what Progress stage was set in the Progress drop down on the Lead Export record.

In 20.8.1 you can now tick 'Closed Lost + Progress' and any lead/contact closed lost will ONLY be exported if it has also met or moved past the progress set in the Progress drop down.  For example;
  1. With Closed Lost + Progress unticked - Progress set to Test Drive - A lead that moves through Awaiting Action>Meet & Qualify>Closed Lost WILL be exported to AutoLine upon the Lead being Closed Lost.
  2. With Closed Lost + Progress ticked - Progress set to Test Drive - A lead that moves through Awaiting Action>Meet & Qualify>Closed Lost WILL NOT be exported to AutoLine upon the Lead being Closed Lost.




Assistance Requests - Bulk Approve or Decline Functionality (SPW-3792)

In 20.8.1 we have made it easier for brands/OEM's to manage their assistance requests in bulk.  This function is only available for the OEM to assist them with managing the high volume of requests they might receive from their dealer network.  This can only be set up by AutoPlay employees via Admin>Studio Admin>Assistance Settings, by ticking the 'Enable Bulk Update' check box.



With this setting enabled for any OEM that has rights to approve/decline Assistance Requests they will see a 'BULK UPDATE' button on the top right of the screen, but you will not be able to select any request to 'BULK UPDATE' until clicking on the multi selection icon next to the keyword search on the lhs of the grey action header.



Clicking on this icon will result in check boxes to become visible.  Simply filter to find the Assistance Requests you wish to bulk update, and tick each request.



You can then either bulk Approve or Decline, as well as adding a note if required.



When you bulk update leads it will still generate individual emails for each Assistance Request approved/declined.   If you do not wish to recieve bulk emails this can be disabled in the Assistance Request role via a new 'Bulk Notification Settings' section.   This works as with other roles where you can either set notification and email settings in bulk, or individually for each user.





Wishlists Can Now Match On Pending Listings (SPW-3808)

It's now possible to configure the Wishlist Matching to match on Pending Listings as well.  To configure this you can enable a new role attribute on the 'Wishlist Form & Email' role called 'Match On Pending Listings'.





Added Yard Filter To Visitor Book (SPW-3952)

We've added a new Yard filter to help users of the Visitor Book find visitors to a particular Yard location.




Automation - Restrict Triggering Of Monthly Live Leads By Leads Closed In Last X Days (SPW-3929)

In Automation when setting a trigger for Closed Won or Closed Lost users now have the ability to set the automation setting to only trigger against leads that are closed in the last X days (via a free text field).  This option is only visible when you have selected 'Creates Email Campaigns' and 'Monthly' in the 'Run Every*' drop down.  In addition the trigger must be set as 'Lead Closed Won' or 'Lead Closed Lost'





Splitting Role Notifications (SPW-3811)

In 20.8.1 we improved the way Notifications are handled within selected roles.  Where previously in app Notifications, Email and SMS notifications were controlled via a single 'Notifications' check box we've now added the ability to specify for each user the specific type of notification the user wants to receive.




We've also simplified the Bulk Notification Settings which give AutoPlay and users with the Role Manager Admin role more control and efficiency when managing large sets of User notifications.  Any Bulk setting will prompt you to overwrite the individual settings for each user.  Any changes to the individual User after this will supersede the Bulk macro setting, The Bulk setting is simply a tool to make selecting notification settings easier - the ticks against each individual user are what is acknowledged when Notifications are sent out.

When using the Bulk Notification Settings function there will be up to three types of notifications depending on what is available for that particular role;
- Send Emails (if a Email notification exists you can set up Email notifications to go to the selected group of users)
- Send SMS  (if a SMS notification exists you can set up SMS notifications to go to the selected group of users)
- Send Notifications  (if a in app notification exists you can set up in app notifications to go to the selected group of users)

When you have ticked the types of notifications you want to bulk add you can then select the types of users you want to add this to;
- All Managers (selecting this in the drop down will add whatever notification types are ticked to any user ticked as 'Manager' in the role)
- User (selecting this in the drop down will add whatever notification types are ticked to ALL users in the role - Managers and Non-Managers alike)
- None (no bulk setting will apply - can be used to clear all individual user settings)





We've taken the opportunity to review each role and clean up background settings to ensure each role only shows the notifications that are relevant to each role.  Due to the number of roles and the amount of testing required to facilitate this change we have broken this task down to complete it across several sprints.  In 20.8 the following roles were migrated to the new format.
  1. Manage Leads
  2. Listings
  3. Manage Email Templates
  4. Assistance
  5. Manage KPI Targets
  6. Write Up
  7. Reserve Vehicle
  8. OCR Business Card
  9. Receive SMS Lead Notification
  10. Lead Reminder Notification


Wholesaler Activity & Appraisal Conversion Reports (REP-995)

We've recently built some new reports focused on Wholesaler and Appraisal Activity.  The Reports can be accessed by Sales Pipeline user via Dashboard>Reporting and selecting one of the following reports. (Both will load as CSV files for download)
  1. Appraisal Conversion Report
  2. Wholesale Activity Report



The Appraisal Conversion Report is designed to help dealerships understand the following;
  1. The impact that completing Appraisals can have on their conversion rates
  2. The amount of Appraisals they converted to Traded
  3. The conversion of Wholesale Quotes
The report provides a summary of data rather than each individual lead.



The report is made up of 
  1. Can be run at Dealership or Yard level over user defined report period
  2. If run by yard exports out all yards the dealer has so you do not need to run the report for each individual yard
  3. Leads - Leads created in report period
  4. Lead Conversion % - Sales/Lead (normal Sales Conversion figure for the entire dealership/yard)
  5. Appraisals - does not need to be a tie to leads.  Just Appraisals created during report period using Appraisal created date (1 appraisal per lead)
  6. Trade Appraisals use the Appraisal Trade Date - does need to be linked to the appraisal that was created that month (1 appraisal per lead)
  7. Conv % To Traded - Traded Appraisal / Appraisals x 100
  8. Sold With Appraisal - How many leads marked as Sold in the reporting period that also have an Appraisal on them that was created in the reporting period
  9. Sold with Appraisal Conv % - those leads identified in i / All leads with Appraisals (1 appraisal per lead)
  10. Sold with Traded Appraisal -  How many leads marked as Sold in the reporting period that also have an Appraisal on them that was created and marked as Traded in the reporting period
  11. Sold with Traded Appraisal Conv % - those appraisals identified in k / All leads with appraisals (1 appraisal per lead)
  12. Sent to Wholesaler - count of Appraisals created in report period that have been sent to at least 1 wholesaler via email or sms and are marked as sold
  13. Sent to Wholesaler Conv % - those appraisals identified in m / all leads with Appraisals (1 appraisal per lead)
  14. Wholesale Responses Received - how many wholesaler replies were captured back to the Appraisal form via sms
  15. Wholesale Quotes Loaded - how many wholesale quotes loaded  in the reporting period
  16. Wholesale Quotes Won -  How many wholesale quotes were marked as won

The Wholesale Activity Report is designed to help dealerships understand the following;
  1. The count of the number of Appraisals sent to different wholesalers via AutoPlay
  2. How many of those Appraisals each wholesaler replied to
  3. How many quotes wer loaded as a result
  4. How many of those quotes each wholesaler won


  1. Can be run at dealership or group level.  Displayed by Wholesaler Name.
  2. No of Appraisals Recieved (Sent might be more appropriate) - Count of the number of Appraisals sent to Wholesalers (Email or SMS) - count each time a wholesalers is sent by Appraisal Form - no more than one count per Appraisal Form.  By Date sent,
  3. No Of Appraisal Replies - Count of the number of captured replies from wholesalers  no more than one count per Appraisal Form.  By Appraisal date captured.  No of Appraisals not replied to
  4. No of Appraisal Quotes Loaded - how many wholesale quotes loaded in the reporting period. no more than one count per Appraisal Form per Wholesaler.  By Wholesale Quote loaded date
  5. Wholesale Quotes Won - How many wholesale quotes were marked as won. no more than one count per Appraisal Form.  By Wholesale Quote marked as won date


Communication Conversion Report (REP-1028)

The Communication Conversion Report has been added to Sales Pipeline>Dashboard>Reporting.  The report is intended to show the 3 main methods of communication in AutoPlay (Email, SMS, Click To Call) and highlight how effective they are at helping leads be converted to a sale.  In addition the report will automatically compare a 'Rest Of Market' calculation for the same period for the NZ and Aus markets respectively.  The report is locked to run by the calendar month.

The report gives 3 tabs of information; 
  1. Summary - High level roll up of data by day
  2. Detail - breakdown by dealer or user
  3. Raw - all the leads that make up the report



SUMMARY
-       Leads # - based on created date
-  Email Response – measures the count of Leads that have had at least one Email Response sent via  AutoPlayAuto.com (does not count each individual email response%)
-  Email Response Conversion – measures the % of Leads with an Email Response sent that were converted to a sale (to compare against their overall conversion %)
-  R.O.M Email Response Conversion – measures the % of Leads with an Email Response across all country leads that were converted to a sale (to compare how they are against R.O.M - ROM = Rest Of Market -average of all other dealers in country including the subject dealer)
-  SMS is the same 3 measurements as Email Response – SMS must be sent from Lead in  AutoPlayAuto.com
-  Phone Calls is the same 3 measurements as Email Response and SMS – uses the click to call tracking to determine if phone call was made via AutoPlay
-  Total Email Response/SMS Inbound # - Showing multiple Email/SMS/Phone call per lead
-  Total Outbound Email Response/SMS/Phone Call # - showing each captured Email or SMS reply to outbound comms (not counting the original captured email).  Not possible to track inbound phone at present
-  Average Report Period – added below total row as easier way to compare against other report periods.  
-  Average This Month – based on average for the calendar month when the report was run.  Report may be run for a month in which case identical numbers, but if run for a portion of month or multiple months figures would be different in Average Report Period
-  Average Last Month – based on average for the previous calendar month to when the report was run
-  Average YTD – Jan of current year to whatever the date is when the report is run
-  Average Last YTD – Jan of previous year to previous years equivalent of the date the report is run




DETAIL
-  If run in a group account gives by Dealership
-  If run in a Dealership account gives by User
-  ROM figures would be the same for every user/dealer



RAW
-  Gives the individual leads, users and Lead Progress
-  Gives a count of individual Email Responses, SMS and Phone Calls against each individual lead
-  Gives the date of the last Email Response, SMS or Phone Call against that specific lead




Assorted Bug Fixes & Improvements

  1. Made changes to the Virtual Demo Video builder to prompt for automatic rebuild of videos when price/odometer etc changes even if no automatic video build role is set up for the yard.  We now also remove outdated video immediately.  In addition the 'Rebuild All Videos' function now only rebuilds videos for yards that are in the Automatic or Manual video roles instead of all listings - helping us prevent out of date videos. (SPW-3923)
  2. Fixed issue with Lead Mapping where Lead Management screen was looking to match first against Campaign and Source and ignoring Yard.  Fixed to ensure Lead must match against all criteria set up in Lead Management screen in order to map to the designated user (SPW-3783)
  3. The Listing screen now allows for 100 Listings per page (SPW-2156)
  4. Fixed issue with automated report scheduler (SPW-3774)
  5. Fixed manual contact import where D.O.B was not updating from import files (SPW-3801)
  6. Added a new Close Lost reason for 'Appraisal Price' to be used when this reason is why a deal cannot be completed (SPW-3766)
  7. Fixed bug with Lead History bringing through Visitor Book activity on a customer that was recorded on other leads against that customer record (SPW-3868)
  8. Fixed Live Redemption Feed in AutoPlay Rewards (SPW-3869)
  9. Built out 'Awaiting Action' AutoPlay Rewards KPI's (SPW-3876)
  10. Created Reconciliation Report for AutoPlay Rewards (SPW-3872)
  11. Added ability to specify 'Minimum' lead counts on selected reward KPI's and 'Maximum' number of points earned on other KPI's (SPW-3873)
  12. Added new KM and Lease Type fields to Fleet Quote Builder (SPW-3864)
  13. Fixed visibility issue with Lead imports from Dealer Pro and missing Email Campaign records (SPW-3885)
  14. Fixed bug with screen darkening when clicking OK on popup dialogue boxes (SPW-3886)
  15. Fixed error with Prospect & CRM Activity screen not updating (SPW-3897)
  16. Fixed issue with Notifications in Manage Leads role (SPW-3900)
  17. Added count of Matching Listing and Matching Aprraisal records in Wishlist results (SPW-3930)
  18. Resolved issue with Download not showing any records created under Standalone Appraisal role (SPW-3958)
  19. Fixed bug with lagging response on button pushing resulting in user pressing Send Email multiple times (SPW-3882)
  20. Fixed issue with MTD Lead Summary Report enabling users to select Yards to run the report for (SPW-3798)
  21. Added Company Name column to exported reports in reporting.autoplay.co.nz (REP-882)
  22. Reporting provisioning and onboarding for Subaru NZ (REP-1131)
  23. Built Mazda NZ Dealer Action Report highlighting response times on reports (REP-1126 and REP-1128)
  24. Fixed error with MTD Lead Summary including names from AP1 account (REP-1116)
  25. Display issue with dealer level Daily Actiivity Report resolved (REP-1158)
  26. Fixed issue with Closed Lost Report excluding leads closed lost without a 'Reason' (REP-1166)
  27. Modified BMW NZ daily audit to use Test Drive created date instead of scheduled date (REP-1112)
  28. Reconciled differences in tracking reopened leads between selected report methods (REP-1075)
  29. Fixed issue with Inquiry Log CSV reporting (REP-1172)
  30. Fixed error with automated reporting not generating at correct time (REP-1130)
  31. Added a footnote to Lead Timeframe Report in reporting.autoplay.co.nz to more clearly explain the logic used in calculating averages (REP-1173)
  32. Fixed issue with Lead Dashboard Report counting only Progress for TD & Appraisal in Summary (REP-1176)