Vehicle Health Check Email Setup
This document will explain how to set up and successfully use Email in conjunction with Vehicle Health Check.
1. Pinewood will undertake the initial setup in regards to making sure you have the relevant information and screens that are available to you.
2. Within CRM – Parameters – Communications – Portal
You are able to customise the look of the Portal. This includes colours used, picture alignment, and any images or text. Nothing is mandatory in this screen, but it allows you to customise how your authorisation screens will appear when your customers navigate to them.
Once you have customised this, it can also be previewed:
3. You need to make sure that the emails come from a valid address. This is set up within:
Workshop – Parameters – Health Check
Here, populate the Sender Address with the address the email will be sent from:
4. You need to make sure the required work lines against the health check have value against them, got to:
Workshop – Jobs – Additional Work’s Awaiting Parts/Estimate/Approval tab
If this is not the case then the customer will not be able to choose the work to be authorised, even if it’s yellow or red work.
5. Go into CRM – Parameters – Communications – Email – Content.
Select Health Check Email from the dropdown and ensure that there is an HTML email created here. If not, you will need to add one using the HTML format. In order for the customer to verify you must make sure to use the $VIDEO_LINK$ tag within the HTML.
6. Go into CRM – Parameters – Communications – Workshop – Health Check Emails.
If there is not already an email set down for the required workshop you will need to create one. Do this by choosing your email created in step 3, entering a subject, choosing the Workshop Department you want it for, setting a reply to address and enabling it:
7. This is now enabled. You can double-check if this is enabled by clicking the Email box on any health check. If the customer email box shows up, the function is working correctly.
Additional Set Up
There are several additional factors that VHC Email Authorisation needs in order to work properly.
1. The customer must have a valid email address saved to their CRM Record. If you email it to a different address you will not be able to authorise work.
2. If there is a service advisor against the job, they must have a valid email address set against their User account.
3. If there is no service advisor against the job, then there must be a valid email address against the company structure for the workshop department AND the entire branch.
4. This is found in:
Administration - Company Structure
When work is authorised through this process, the customer will receive an email regarding this. The Service Advisor/Email against the company structure for the department will receive an email saying that the work the customer selected can be authorised.
From here they would go into:
Vehicle Health Check Email: Workshop – Jobs – Additional Work – Awaiting Approval
The user can then drill into the line to be authorised and select “Add”.
If there are further concerns or VHC has previously not been enabled, please contact the support team at support.portal@pinewood.co.uk.