How To Customise Listing Display Rules By OEM/Distributor

How To Customise Listing Display Rules By OEM/Distributor

For selected Dealer Networks it is possible for AutoPlayAuto.com Listing screens to be customised to suit that dealer network requirements.  This functionality can be applied either to a single AutoPlay account, or to an entire dealership network.  This enables the Listing screen and associated API's to be customised to feature a different set of values within existing fields, or to make different fields mandatory to suit specific OEM requirements rather than the default mandatory fields in AutoPlayAuto.com.  

The functionality is made up of 3 components;
  1. Role Management - 'Pre-defined OEM Listing Rules'
  2. Settings - 'OEM Rules' 
  3. Impact on 'Listings'  Screens
  4. Daily Notification Email
  5. API Customisations

Role Management - Pre-defined OEM Listing Rules

The role 'Pre-defined OEM Listing Rules' role enables functionality to apply OEM Listing Rules to listings within the dealership (or child dealers if a parent group is selected). This role determines which dealers have OEM Listing Rules applied, and the users on the role determine who will receive the daily emails of invalid listings.

Note that the OEM Listing Rule record determines the listing make it applies to (and thus this role) - this role does not have any makes associated.



The role is User based with the ability to turn on/off Daily Notifications (see below).  The Daily Notification will send every morning to all recipients selected here, until all valid listings in the account meet the OEM listing rule requirements.  This can be enabled for all users via the 'Bulk Notifications' section or each user can be ticked individually.  There is no need to tick users as Managers to receive this notification.  

Adding a User as a 'Manager' will allow them to see the 'OEM Rules' screen in Settings>Listing Settings>OEM Rules.  This is not recommended as it is envisioned only AutoPlay staff should make changes to the screen, but is an option here in case this becomes a future requirement at OEM head office level. 

The role also has a Role Attribute labelled 'Use OEM Rules for Listing List Filters'.  AutoPlay has a default list of filters on the listing screen that enable users to more easily filter their available listings.  In some scenarios depending on the OEM Rules set up it may be more appropriate to search by the specific OEM rules instead of the default filters - in which case the 'Use OEM Rules for Listing List Filters' role attribute should be ticked.  Note this may mean any listings with a Make not specified in the OEM rules may not be able to be searched using these default filters.  



Listing Settings - OEM Rules

Once you have added the role 'Pre-defined OEM Listing Rules' you will see the 'OEM RULES' screen under Settings>Listing Settings.  Note - you must exit and re-login to see the additional menu item (AP1 users can change accounts to refresh).  This screen is used to set up the specific display rules by Make. 

If setting up in the parent account of a Dealer Group the rules will apply to all dealers in the group without having to be set up multiple times.  If set at a dealer level then the rules will only apply to the individual AutoPlay account.  At the dealership level it is not possible to access the OEM Rules screen without the 'Pre-defined OEM Listing Rules' role, however when setting up at a parent group account (i.e in an OEM account) it will not apply the listing rules to any of the children accounts UNTILL the role is also added to each account individually.

To add a new set of OEM Rules click on the + button located in the top RHC of the OEM Rules screen.  Any previously created OEM Rules will be displayed in the table.  If the OEM Rules are managed at the parent level they will not be displayed here.  



When adding a new set of OEM Rules you need to complete the DETAILS section.
  1. Client - The client selected will be displayed here.  If a Group is not selected then this will be the only AutoPlay account affected by these listing rules
  2. Group - If a Group is specified here then the OEM Listing Rules will be applied to all dealerships in the Group.  This enables the rules to be deployed at head office level across all dealers in the group without having to set up each individual dealer account  (Note - the settings will not take effect until the role is enabled at each individual dealer level).  Leaving as 'No Group' will not apply the role to any specific group.
  3. Name - Give your OEM Display rules an appropriate name.  Note the name specified here will be the title applied to the Daily Notification so choose something descriptive and appropriate
  4. Make - The OEM Rules functionality is designed to be applied for specific Makes based on specific OEM requirements.  When set here the OEM Listing rules will ONLY apply to listings with the Make specified (only a single Make can be specified at once.  If additional rules are required for other Makes then individual rule records must be applied)
  5. New / Demo / Used Checkboxes - The OEM Rules can be restricted to apply to only New vehicles (or Used or Demo), as required.  This follows the checkbox on the Listing and NOT the Yard
  6. Active - when the 'Active' tick box is not checked the OEM Rules will not be applied to the dealers listings



Once the initial record has been created you must set ALLOWED VALUES to apply to the listings.
  1. Year From / Year To - Specify the minimum and maximum Year that you want loaded to AutoPlay.  Users will be able to add a listings with a Year outside the range, but this will result in a soft validation warning that it does not meet the required listing rules, and trigger the daily email until the modify the listing
  2. CC From / CC To - Specify the minimum and maximum CC that you want loaded to AutoPlay.  It is still possible to add listings outside this CC range but will result in the listing validation warning
  3. Seats From /Seats To - Specify the minimum and maximum number of Seats that you want loaded to AutoPlay.  It is still possible to add listings outside this Seats range but will result in the listing validation warning
  4. Odometer From / Odometer To - Specify the minimum and maximum Odometer (KM's) that you want loaded to AutoPlay.  It is still possible to add listings outside this Odometer range but will result in the listing validation warning
  5. Minimum No. Photos - Specify the minimum number of photos that need to be added to the listings.  You can load fewer photos but this will cause the listing validation warning to trigger.  There is no maximum photo count in AutoPlay
  6. Body Types - Specify the list of Body Types you wish to add to your listings - comma separated values will appear as a distinct Body Type outlined in its own container.  The values added here will become the values in the Body Type drop down - enabling you to change this field from free text, to specified values.  Clicking the x will clear the Body Type
  7. Transmission Types - Specify the list of Transmission Types you wish to add to your listings - comma separated values will appear as a distinct Transmission Type outlined in its own container.  The values added here will become the values in the Transmission Type drop down - enabling you to change this field from free text, to specified values.  Clicking the x will clear the Transmission Type
  8. Fuel Types - Specify the list of Fuel Types you wish to add to your listings - comma separated values will appear as a distinct Fuel Type outlined in its own container.  The values added here will become the values in the Fuel Type drop down - enabling you to change this field from free text, to specified values.  Clicking the x will clear the Fuel Type
NOTE - If the account has an active Listing Import running it is not recommended that you enable these settings until the import mapping rules are adjusted to suit.  If imports are NOT modified that may result in listings being created that don't meet the requirements for the dealership/OEM rules. 



In the OEM Rules screen it is also possible to set the MANDATORY FIELDS for listings matching the Make and Listing Status criteria.  
  1. Make & Model - Always mandatory to create a listing
  2. Year - can be set as Options, Required or Required unless New Listing (for Sales Pipeline customers it may be appropriate to create brochureware without a specified Year value)
  3. Variant - can be set as Options, Required or Required unless New Listing
  4. Body Type - can be set as Options, Required or Required unless New Listing
  5. Transmission - can be set as Options, Required or Required unless New Listing
  6. Fuel - can be set as Options, Required or Required unless New Listing
  7. Drive Type - can be set as Options, Required or Required unless New Listing
  8. Drive Category - can be set as Options, Required or Required unless New Listing
  9. Engine Details - can be set as Options, Required or Required unless New Listing
  10. Engine Number - can be set as Options, Required or Required unless New Listing
  11. CC - can be set as Options, Required or Required unless New Listing
  12. Seats - can be set as Options, Required or Required unless New Listing
  13. Doors - can be set as Options, Required or Required unless New Listing
  14. Odometer - can be set as Options, Required or Required unless New Listing
  15. Number of Keys - can be set as Options, Required or Required unless New Listing
  16. Exterior Colour - can be set as Options, Required or Required unless New Listing
  17. Interior Colour - can be set as Options, Required or Required unless New Listing
  18. Price - can be set as Options, Required or Required unless New Listing
The fields outlined above will have a soft validation applied to them.  This will allow dealerships to create Listings missing these fields in order to list on certain sites where appropriate, but may limit the display of listings on other portals.  



As with most screens in AutoPlayAuto.com, clicking on the 'MORE' menu located in the top right corner of the screen will enable users to view an Audit of the changes to the OEM Rules or 'Delete' the setting entirely - reverting the listings back to normal default AutoPlay listing structure and rules.



As at October 2021, OEM Listing Rules have been enabled for the Toyota NZ dealership network.  Click HERE to read more about how this functionality has been deployed for Toyota dealers in NZ.  


Impact On 'Listings' Screens

When both the 'Pre-defined OEM Listing Rules' role AND the OEM Rules settings are enabled for a dealership the Listing screen is modified in accordance with whatever rules are configured in the OEM Rules screen.

This can result in one of several outcomes;

A.  Certain fields that were previously Free Text will be converted to drop down fields containing the values specified in the OEM Rules screen.  This is most commonly used for Body Type, Transmission Type, Fuel Type, Drive Type and Drive Category.  Instead of being able to type in any value desired, the user will be restricted to selecting one from the pre-defined drop down list.  When enabled these short cut options will be removed from the 'Features' popup.  




B.  Certain fields that previously had no validation will now require values to be within the specified ranges.  This can apply to Year, CC, Seats, Odometer set in the 'Allowed Values' section on OEM Rules.  When the value is under the minimum, or over the maximum a red outline will appear around the field.  Though you will be able to save the listing, this will trigger the validation warnings and your listing may be blocked from export to certain portals depending on the OEM's specific requirements.  



C.  Certain fields that previously had no validation on them and were allowed to be blank, will now trigger validation and be outlined in red if they are left unpopulated.  This can apply to drop down or free text fields and although allowing the listing to be saved, it will trigger the validation warnings and your listing may be blocked from export for certain portals depending on the OEM's specific requirements as set in the 'Mandatory Fields' section in the OEM Rules screen. 





Turning On OEM Rules With Existing Listings
If OEM Rules and the role for a account with existing listings, it is likely that some of the listings that were previously acceptable will now fail the OEM Rules.  These listings will still be visible but will trigger the validation messages to display on the listings (see 'Validation Of OEM Rules' below).

With OEM Rules it is entirely possible a field was previously free-text, but has since been changed to a drop down in accordance with the OEM Rules.  When this occurs the value of the incorrect field will still be contained in the field - ensuring any previously functioning exports remain functioning.  However the field will be highlighted with the validation rules, and when the drop down is opened the User will be forced to choose one of the defined drop down values - with the free text value listed at the bottom of the drop down selections.  To correct simply select the best option in the drop down that applies to the listing.  

The OEM Rules will automatically map some values - for example if 'Auto' is typed in the Transmission field and the new drop down allows 'Automatic' this will automatically be mapped.  However there WILL be data that requires manual intervention, and as a result OEM Rules should only be deployed in conjunction with a review of existing listing data.






Imported Listings
Many dealerships do not manual load to AutoPlay and instead send listings from a DMS/VMS.  For these dealers additional configuration work is required to ensure their Listing Import continues to map correctly to any modified fields.  
  1. Listings will continue to import as per existing rules - no Listing will be prevented from importing, but the import may not automatically handle the new OEM Rules
  2. Mandatory fields will have no impact on the DMS Import - any field that fails to have a value will still import but this will trigger the validation rules if the field is empty in the import file
  3. Fields with new minimum or maximum values will still import.  Any field with a value that falls outside the accepted range will still populate, but will trigger the validation rules
  4. Fields that were previously Free Text and are now drop downs require the most attention.  These listings will not be prevented from importing but the field will be highlighted and validation rules triggered as pictured above
Each Listing Import has it's own import mapping rules baked in at either the Portal (i.e DMS) or Client (i.e Dealership) level.  These rules should be reviewed and modified if required before activating the OEM Rules for a given account.  

Validation Of OEM Rules
Whenever a listing fails to meet the OEM Rules there are several things that occur;

1.  A black warning banner will be visible at the top of the listing record letting the User know that 'This listing does not meet the rules defined by the OEM for this make'.  The message can be temporarily dismissed by clicking 'Dismiss' but will reappear the next time the User logs in.  To permanently hide Users can click the 'Do Not Show Me This Again' for this listing.  The message will still appear on other problem listings.




2.  The field itself will be outlined in red to signal the User that it does not meet the minimum requirements for the Make.  



3.  A validation message will appear at the bottom of the Listing screen showing what fields have failed to meet requirements, and what those requirements are.  Unlike normal AutoPlay validation, when setting OEM Rules will allow the listings to be saved, even if the listing fails to meet requirements.  This is to allow the dealer to export to different portals that may or may not accept the listing without the fields deemed compulsory by the OEM.  Note - the name of the OEM Rule appears here as the title in case there are multiple OEM rules within an account with different rule sets.  



4. Listings that meet the criteria to apply the OEM Rules can be easily filtered to using the filter under 'Brand Specific' on the Listings dashboard for 'OEM Requirements'.  This allows Users to filter by listings that Passed or Failed the OEM Rules. 



5.  If there is a User who has the role set to trigger email notifications then the listing will be included in the Daily Email that is sent letting the User know that the listing has not met the minimum requirements to be listed on the OEM portal.  Read more below.


Daily Notifications

As well as the in application validation outlined above, the 'Pre-defined OEM Listing Rules' role enables Users to be set up to receive emails on a daily basis at 8am each day.  This email will outline all the Listings that fail to meet the OEM Rules and will trigger every day until the Listing is corrected.  Each listing can be click on to open in AutoPlayAuto.com.  If you manual load to AutoPlay you can fix within AutoPlayAuto.com, however if you import to AutoPlay from a DMS the listing must be corrected at origin in the DMS.  

The email will NOT be triggered if the listing does not meet the required Make or Listing Status in the OEM Rules screen, or if there are no listings that fail to meet the OEM Rules.  

The email can be turned off by User by unchecking 'Email' in the Role Management screen (Note the Role Management screen is often hidden from dealers due to the potential risk of changing settings.  If you do not have access to the Role Management screen please email support@autoplay.co.nz to disable the email for you.  




API / Export Customisations

The OEM Rules are intended to be used in scenarios where AutoPlay provides listing data to the OEM's vehicle display page on their website.  In those scenarios AutoPlay may have coded additional functionality specific to the export or API for the OEM's website.  For example where the OEM Rules have been set for a specific Make, the OEM may have decreed that ONLY listings that meet the OEM requirements will display on their national website.

In these scenarios any listing that fails to meet the OEM rules will still be eligible to export to other 3rd Party listing sites, but may be explicitly blocked from the export or Listing API.  

To find out more about your specific rules for your OEM please contact support@autoplay.co.nz.

Note - As at October 2021, OEM Listing Rules have been enabled for the Toyota NZ dealership network.  Click HERE to read more about how this functionality has been deployed for Toyota dealers in NZ.  

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