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Automation - Expose 'Actions' Section To All Automation Triggers (SPW-4078)

In 21.1.1 we've now exposed the 'Actions' menu no matter which Trigger has been selected.  This provides dealers with more flexibility on setting up automated actions instead of being restricted to certain Trigger types.

 

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Automation - Expose Calendar Event Type Under Trigger Filters For Relevant Automation Settings (SPW-4500)

In 21.1.1 we've now expose the Calendar Event Type under Trigger Filters for the following Event Types.

1. Calendar Event Created
2. Calendar Event Completed
3. Calendar Event No Show
4. Calendar Event Due

This setting enables automation settings to be set for specific Event Types - for example setting up a thankyou message when a 'Booked Test Drive' is completed.

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Automation - New Brake Settings For "Lead Allocated To Yard" (SPW-4420) & End Date (SPW-4493)

With AutoPlay Automation growing in popularity we are finding many dealers that want to set internal reminders to their teams when leads are captured that have not been qualified to either a Listing Vehicle, or a Yard.  These leads may fall into the ether and automation allows dealers to be immediately aware when such a lead is captured.  In order to ensure any automation stops after the lead is addressed by a user we now have a new brake called "Lead Allocated To Yard".  

Setting this break will automatically stop sending internal alerts as soon as the lead is either assigned a vehicle (which will automatically apply the listings yard), or a user manually forces the lead into a yard.  

In addition in 21.1..1 there is now a brake for 'End Date'.  Setting an End Date as a brake will enable the 'Date' field to become visible where it is possible to set a date - after which no lead that meets the trigger will send.  The practical application for this setting is when short term, time sensitive promotions are occurring - ensuring that dealers do not need to remember to disable their Automation settings.  

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Automation - Dealer Group Settings (SPW-4492)

With the popularity of AutoPlay Automation growing we've now added some tools to make it easier to set up for OEM's and Dealer Groups enmasse.  Instead of having to replicate 20 unique Automation settings for 20 different AutoPlay accounts you can now set up just one Automation under the parent account.

Selecting 'Process For Child Dealers' will result in a 'Dealers' box appearing within the Automation screen. 

Within the 'Dealers' section you will be able to select any of the dealers that share a Dealer Group with the parent account you are viewing.  Within this selection you can opt to trigger the automations within the parent account, or exclude the parent account and only trigger automations for activity in the child accounts.  Selecting 'All Dealers' will include the parent account in your automation setting.

When setting up Automation for Groups you are restricted to selecting Yards that are enabled as 'brochureware' only.  If you need to specify other yards within the dealership you will need to set up either individual automation settings in the dealers account, or utilising the 'Make' filter options to control which leads trigger the automation without needing to specify individual Yards.

When viewing the Automation record in a individual Dealer account the Automation record will be visible, however it will be locked and unable to be modified (however all logging of Automation events triggered will be available in each account).  If you need to modify anything such as the Email Response Template to suit an individual dealership you will need to revert back to creating individual Automation settings for each dealer in the group.

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Automation - More Options To Control The Sender Of Customer Facing Emails (SPW-4492)

In 21.1.1 we've added more options to the communications section to control the 'From' (aka sender) of any email sent to the customer.  There are now the following options available;

1. Lead Owner - The AutoPlay user who is allocated the lead at the time of the automation triggering
2. Yard Contact - The contact email address set at the yard level in AutoPlayAuto.com.  If this setting is chosen and there is no Yard Contact the email set at the Company level will become the 'From' address
3. Company Contact - The contact email set in My Company in AutoPlayAuto.com.  
4. User - enables a field to select a User from within AutoPlayAuto.com
5. Email Address  - enables a field to type in an email address.  Does not need to be an email address associated with any AutoPlay user.
   

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Automation - Added Lead Type and Lead Origin To Automation Filters (SPW-4498 and SPW-4487)

In 21.1.1 we've improved on the ability to set up Automation for electronic leads vs manually loaded ones.  This can be achieved one of two ways depending on your preference.

Setting 'Lead Type' under Trigger Filters enables dealerships to set specific automations for electronically captured leads vs manually loaded leads.  As per the screenshot below this can be achieved by selecting Email and Phone Lead Types and excluding Email Lead Types.

It is important to remember that Lead Type is just a field in AutoPlayAuto.com and thus it is possible for a user to manually load a lead but select the Lead Type as 'Email'.  If this configuration is not rubust enough then you can also use 'Lead Origin' to achieve a similar result.

The Lead Origin is the true source of the lead that and how AutoPlay captured it.  The field is not editable so is the most reliable way to identify manually loaded leads vs electronically captured leads (via email, API, DMS integration etc).  To exclude manually created leads from an automation you can select 'Manually Created' and 'Exclude' to target your automation at all other types of leads.  When set up this way any lead manually loaded to AutoPlayAuto.com will not trigger the automation to occur.

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Allow Users To Change Close Reasons When Merging Leads (SPW-4390) And Adding The Merge To The Lead Action (SPW-4526)

In the latest version of AutoPlay users can now select a alternative Close Reason instead of 'Duplicate/Loaded In Error' .  Whilst this option is still the default, there is now a drop down box in the 'Lead To Merge' which will enable a different Close option to be set.  It is worth noting that the Close Reason 'Duplicate/Opened In Error' ensures the merged lead that is closed is NOT included in any reporting (except raw Lead Audits etc).  Selecting any other Close Reason will still merge the original lead, but the lead will still be counted in any AutoPlay Reporting.  

In addition to this change when merging leads the Lead History popup on both leads will reflect the fact the leads were merged.

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Drivers Licence Images Now Stored For 90 Days Only (SPW-4466)

In line with increasingly robust privacy legislation AutoPlay now will only store Drivers Licence Images for 90 days - enough time to ensure that the customer has not incurred any speeding tickets or other fines.  After 90 Days the Licence Thumbnail image is no longer visible and is replaced by a placeholder image detailing that the licence image was captured more than X days ago.  This is also reflected on any Test Drive PDF.  The Licence fields are still visible until further notice.  The 90 day count begins from 09/02/2021.

For NZ dealers in particular the Privacy Act stipulates that businesses should not hold on to customer data for longer than they need to.  We have set the default to 90 days and we strongly recommend staying at this default setting, however the number of days the D/L image is held is customisable by account.  Under Settings>My Company>Privacy Options there is a slider which can be used to set the number of days your account will store Licence image before replacing them with a thumbnail.  

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Loan Car Form For Employee Improvements (SPW-4324)

It has always been possible to complete Loan Car Forms for your staff via AutoPlayAuto.com.  However as each Loan Car Form required a customer this made it more clicks than it needed to be when completing one for dealership staff.

In 21.1.1 it is now possible to add an 'Employee Loan' rather than a 'Loan Vehicle'.  When on the Vehicle Registry screen there is now a new option under the + Add menu for 'Employee Loan'.  

When you select this option the entire Customer section is removed.  You no longer have to search for your employee in your Customer database.  Instead you can simply select the Employee in the Salesperson drop down (it will default to the logged in user and the names visible here will be the users available in the Loan Car Role).

Selecting an Employee bypasses all the mandatory field requirements for customers and saves a lot of time when creating Loan Car Forms for staff.  It is still possible to take photos of the employees drivers licence, get T&C's signed and check the vehicle in and out, but the rest of the process is more streamlined to reflect the fact you already know who your staff are.  When viewing one of these records in the Vehicle Registry it will be flagged as Type=Employee, the Contact Name will be blank and the Salesperson name will be visible instead.

If you wish to you are still able to continue using the standard Loan Car Form for Employee Loan Cars as this option is still available.  It is not recommended that you use an 'Employee Loan' Form for customers as you will not have anywhere to add customer details.  For any loan forms outside of the business please continue using the standard Loan Car Forms.

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Appraisal Declarations AUS (SPW-2138)

In 21.1.1 we've added new Appraisal Declaration options to the Vehicle Appraisal Form.  These can be managed and customised by dealership or group via Settings>Sales Pipeline Settings>Appraisal Declarations by AP1 users.  The details typed in the 'Name' field are what will display on your Appraisal Form and the Declaration can be set up as a Text field, toggle, dropdown, date field etc, as well as being made mandatory.

The Appraisal Declarations you set up will be visible on the Vehicle Appraisal screen under the 'Vehicle Condition' section.  Please note that a separate request may be required to update your PDF Appraisal Form or to take advantage of these fields within AutoPlay's Lead API.

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Appraisal Finance Details AUS (SPW-2138)

In 21.1.1 we have also added additional Finance Details options to AUS Appraisal Forms.  The options below are now available.

These Finance Fields can also be set as mandatory via the My Company screen.

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Auction Online - NZ Only (SPW-4494, 4525, 4485, 4201, DIO-2164)

In 21.1.1 it is possible for NZ users to export their listings to Auction Online.  Auction Online is a new online portal connecting Franchise dealers with used vehicle wholesalers.  You can read more about Auction Online HERE

The Auction Online service is controlled by a role called 'Auction Online Push'.  The Role will activate a button that appears on the appraisal form. Users will then manually send the appraisal to auction online.  The role is User and Yard based - meaning it will only be visible to the Users that are added to the role, and only for the Appraisals tied to Leads with Yards listed in the role.  Selecting a user as a Manager will enable them to view reporting on ALL requests submitted in Dashboard>More>Reporting>Auction Online.

The role also includes two customizable Role Attributes;

1. Only Send Manager Approved Appraisals - Users will only be able to trigger the Auction Online Export if the Appraisal 'Manager Approved' tick box has been checked.  This is only relevent for those dealerships that require manager approval when creating Appraisals.
   
2. Only Send Vehicles When Marked As Traded - User will only be able to trigger the Auction Online Export if the Appraisal 'Traded' tick box is checked.

In addition to the Role to enable the Auction Online Export the client account in AutoPlay must have an API record set up against them in SETTINGS>COMPANY SETTINGS>API MANAGEMENT.  The 'API' should be set as Auction Online and the Username and Password can be left blank.  Finally the API record must be named appropriately and made Active.  It is possible to restrict functionality to selected Yards in the API record but you must also set up the roles to match or the users will receive errors.

When viewing an Appraisal with the role enabled you will be able to view the 'Auction Online' button under MORE>EXPORTS>AUCTION ONLINE.

In order to export an Appraisal to Auction Online you must have the following fields completed.  If any of the fields below are not populated the user should see the error validation message letting them know this.

1. Min 1x Images
2. Adjusted Appraisal Offer (must be greater than $0)
3. Odometer (km)
4. Fuel Type
5. Engine 
6. Seats
7. WOF Expiry
8. NZ New
9. Comments
   

Anyone with the Auction Online Role can see a report in Dashboard>More>Reporting called Auction Online Report.  This report contains all the records pushed to Auction Online. A manager can see all, whilst a non manager can only see their own records that were exported.

This will return a CSV containing all of the Appraisals that have been exported to Auction Online during the selected date range for the account.

Assorted Improvements & Bug Fixes

1. AP Rewards - Created new KPI for AutoPlay Rewards for 'Average Email Response Time (SPW-3874)
   
2. Fixed bug with Auto Responses using Company Timezone instead of Yard Timezones (SPW-4496)
   
3. Fixed bug with Rostered Days Off on My User screen with Tooltip malfunctioning (SPW-4455)
   
4. Fixed bug when adding a User to a new role 'Send SMS', 'Send Email' and 'Send Notification' tick boxes are automatically checked (SPW-4443)
   
5. Fixed issue on User detail screen where clicking on Save without selecting a role was generating error messages (SPW-4475)
   
6. Fixed visibility issue where AP1 users were unable to view Standalone Appraisal users in User dropdown in Appraisal screen (SPW-4482)
   
7. Made improvement to Assistance Request notifications to navigate to Assistance Request instead of Lead Summary (SPW-4142)
   
8. Resolved bug when 'Dashboard Default Yards' are set to all system was ignoring the 'All' selection and defaulting to the yard specified in 'Default Yards' (SPW-4515)
   
9. Fixed alignment issue with Yard on API Management screen (SPW-4503)
   
10. Vehicle Lookups Dashboard now automatically sorts by Vehicle Lookup Date (SPW-4520)
    
11. Fixed issue with Redbook Lookup where no results was returning a blank list, and direct lookups were returning a full list instead of the Best Match (SPW-4474)
    
12. Fixed issue with versions of Outlook prior to 2013 would not display the email contents when using Email Write Up functions.  Have modified the contents of the email by removing some content to reduce the email length required by some older versions (SPW-4588)
    
13. Fixed bug enabling duplicate listing to be created if both listings are still on the 'New Listing' screen (SPW-4585)
    
14. Renamed the Lead Origin of Leads manually loaded to AutoPlayAuto.com as 'Manually Loaded' instead of 'Website' (SPW-4348)
    
15. Modified wording used in Receive New Lead SMS Alert to "Yard Name - You have a new lead to action in AutoPlayAuto.com. Lead ID # - URL Link" (SPW-4384)
    
16. Sending an Email, SMS or Click2Call within AutoPlay now updates the Lead Updated Date automatically (SPW-4389)
    
17. Fixed bug preventing users being added to Lead Management recipients without belonging to the required Role Management (SPW-3862)
    
18. Removed for NZ dealers Make=HSV in accordance with Trade Me limitations.  All HSV's added as Make=Holden, Model = HSV XXX (SPW-4422)
    
19. Fixed bug with an Automation setting triggering multiple emails to the same customer (SPW-4517) 
    
20. Fixed error with PPSR when copy/pasting in characters from a completed PPSR to a new Vehicle Lookup (SPW-4504)
    
21. PPSR/Redbook/MotorWeb lookup request and response queries now exposed to all users instead of only AutoPlay staff (SPW-4504)
    
22. Consolidated internal PPSR error messages to trigger to support@autoplay.co.nz after 5 errors within 10 minutes (SPW-4504)
    
23. Fixed bug with Notes field added extra spaces when typing notes (SPW-4593)
    
24. Fixed bug with SMS of Test Drive T&C's being blank (SPW-4574)