This is to aid recall campaigns where a file can be imported and will process the campaign against any vehicles in the CRM database matching the file.
Go to CRM – Processing – Recalls.
To add a recall campaign you will need to have a file set up to import. In CRM – Processing – Recalls click the ‘Add’ button and you will be presented with the below screen.
In this screen click Sample File and an Excel file as below will be downloaded.
Campaign Code – This relates to the code provided by the manufacturer.
Start Date – This is the start of the campaign.
Expiry Date – This is important as this is used as the due date for the aftersales diary, so when the event will appear in the aftersales diary.
Operation Text – Referring to the reason for the campaign (normally provided by the manufacturer.
Operation Code – An optional entry if the manufacturer provides this.
VIN & Registration Number – The list of vehicle’s VINs and corresponding registration numbers provided by the manufacturer.
Document URL – Provides a link to any documentation provided by the manufacturer.
Once this is completed and saved you can go back to the system and go through the import process Click the Make/Manufacturer the recall relates to, then click Browse and find your saved file. Now the Import button is no longer greyed out click this to import the file. This will then show which line any errors appear on if there are any that will need to be corrected. If the file is successful you can choose to process the import in this screen or close it and process it at a later date, processing the import will action this across CRM.
On clicking Process you are given a company structure pop up where you can select which department to search in and go right up to the enterprise level. Once done it will then appear at the bottom of the screen as an active recall campaign as can be seen below. If campaigns have been previously uploaded, when drilling into a franchise you will see them at the bottom half of the screen.
Recall Code – This is the Campaign Code from the import file.
Description – The Operation Text from the import file.
Vehicles – This is the amount of vehicles found in the CRM database that match the campaign file.
Pending – This is the remaining amount where the recall has not yet been processed
All matching vehicles will now show an aftersales diary entry to contact the customer and call them regarding this campaign where you can now make bookings with a due date that pulls from the expiry date in the file.
We can then do some set up within the workshop department to make these bookings easier;
If you go to Workshop – Parameters – Dictionary you can now set up a new dictionary item. If you select the contact reason as “Recall Campaign” then it will give you a new secondary drop down box from which you can select from all current active campaigns. You should also remember to select the job type as recall as we can now set a default account for this type. An example is below.
Now go to Workshop – Parameters – General 2 tab you can see a field where you can set a default recall account – should this be populated if a line has a job type of recall it will automatically use this account.
Now the setup is done when the customer appears in the aftersales diary and you click into them you will see the recall campaign as shown below.
Once you create a workshop booking and flag it as being one of these recalls then the pending amount in the recall screen will drop by one, it will be returned should this booking be cancelled but will drop permanently upon invoicing the job.