Within CRM > Parameters > Communications > Data Protection, there will now be a Data Protection area to set up. For this to be available to view please contact support who will make this visible for yourselves. Within this section you will have the ability to set Question Levels, Data Protection Questions and set an Email or SMS message so customers can automatically update their own contact permissions.
Once visible within CRM > Parameters > Communications > Data Protection, you will see the below tabs available;
Consent
Within the consent tab you will be able to set up your consent levels and an email to your customers, with a hyperlink added to a website of your choosing to view your Privacy Policy.
In the Marketing Parameter, you will select if you would like the answers to the questions sent to be captured against the customer at Enterprise, Division or Branch level. For example, if you have Customers held at enterprise level once the question is asked, the permissions granted will then be held at Enterprise level for that customer.
Opening Text Box – Within this box you can add any desired text along with a hyperlink to a URL for example your own companies Privacy Policy. This is the information the customer will see if they receive a conformation email and select the link to update their own preferences.
For example;
URL – Add the required URL that you wish customer to be able to view.
URL Description – The wording you require to display for the hyperlink.
Once you have added the required URL and URL Description in the parameters, you can use the $URL$ tag, this will then add the URL Description as the wording when the message is sent, and this will be the hyperlink to the URL within the URL field.
Add the $Customer$ tag for the customers to be personally addressed.
The 3rd Party consent Level parameter, again dictates whether you want to capture permissions for 3rd Party contact to be held at Enterprise, Division or Branch Level.
You are also given the option to make 'Allowable Contact Methods' Mandatory, and given the choice to whether you would like to display 'Allowable Contact Methods'.
Category Question
Within the Category Question Tab, you will be able to set your Dealer Marketing Permission Questions.
To add a new question, select the New Button.
The Active flag will be what triggers GDPR to be enabled for your system. We would strongly advise that these are not flagged as active until all set up is completed.
You can set up any questions ahead of time ready to be used, and these can then be saved without being made active. You can set up as many questions as you wish.
The Category name will be the Summary of the permission you require. This label will be visible to the customer as a header for that question.
As viewed as a header by the customer;
The Question box is for the details of the question itself.
The Additional Information box, is for any other additional details relating to that question. The customer will see a blue I
icon which they can then select to view any additional information entered that is applicable to that question. This may be any additional or specific information regarding the marketing information that relates to the question asked.
The URL and URL description field, will allow you to add a URL link and a relevant description to display against any of the questions set. This is an optional field to add but would allow for specific external contact to be accessed.
This can also be viewed within the Data Protection Permissions window. When discussing permissions for contact with the customer, you are able to access the link within the system to show and explain this further if necessary.
This will also be visible on the Manage Preferences email the customer receives.
The link will display next to the question so the customer can view the additional information if necessary to make an informed decision on what permissions for contact to give.
3rd Party Consent
The 3rd Party Consent Tab, allows you to set questions to establish permissions for sharing regarding 3rd parties for example Manufacturer contact.
The Question box is for the details of the question itself.
The Additional Information box, is for any other additional details relating to that question. The customer will see a blue icon which they can then select to view any additional information entered that is applicable to that question. This may be any additional or specific information regarding sharing this information with 3rd parties.
The Description will be visible to the customer and when linking this question to any Manufacturer integration.
The URL and URL description field, will allow you to add a URL link and a relevant description to display against any of the questions set. This is an optional field to add but would allow for specific external contact to be accessed.
Confirmation
The Confirmation Tab gives you the ability to set up an email or SMS that will be sent to the customer to allow them to view and update their own permissions and update is necessary.
A relevant email will first need to be set up within CRM > Parameters > Communications > Emails. Within the content tab see there is now an option for a Category of Data Protection;
Select the Add button to create the HTML email required.
The main tag that will need to be included within the HTML template is the $CONTACT_PREFERENCE_LINK$ and this will create the hyperlink that is needed to and this can be selected by the customer who can click to view and update their permissions.
This is inserted in the normal way by using the $CONTACT_PREFERENCE_LINK$;
SMS Template can then be set within CRM > Parameters > Communications > SMS. Select the New Button;
Select the Name of the message and then within the Message box add the desired text for the customer. At the end of the message a short URL will be inserted which link to the same landing page that allows the customer to amend their own permissions;
Within the Conformation Tab within CRM > Parameters > Communications > Data Protection;
Despite choosing to capture the customer’s permissions at either Enterprise, Division or Branch level within the consent tab, you can still create Branch specific emails should they require different franchise logos or aesthetic display. This will still record the results of the permissions given by the customer at whichever level is held as the default within the Consent tab set up.
Select the Branch applicable and the email associated.
Fill out the relevant fields.
If you wish to add SMS as a contact method so both an email and SMS are received, choose the desired message that was set up within the SMS Communications parameters. If you only wish to send an email you would leave that field as, Please Select.
Select the Accept button to add.
Every Branch will need to have an email created that this will need to be enabled for.
If you did not want to have further confirmation, you would not set this parameter. On completion of permissions by the customer no further communication would be sent to the customer.
Process Mapping
In this tab it will allow you to set up mapping for processes. In the below example;
Process – The process required for example Letter.
Category – The category the process is associated to for example Sales.
Description – The description of the chosen process for example the name of the letter.
Consent Categories – The Consent Category that is required for the type of contact being created.
Once the dropdowns have the correct information required, select Save.
Once the parameters have been set, please note that you are only able to amend the category of consent that is held against that Process.
Once you have saved the preferences, this means that each time that process is selected it will use the parameters held. For example, in the below, it is stating each time that letter is used, it will use the template for Latest New Vehicle Offer for the consent category of Vehicle Offers and Services;
Contact Preference Email Images
To amend the image logos presented at the top of the contact preferences email, within CRM > Parameters > Communications > Portal this is where the images are stored for use;
You can upload personalised images here to appear on the header of the contact preferences email.
If you do not have visibility for the Portal within the DMS then please contact support who can grant visibility.
If you do not have the correct access level for this, then please contact your system administrator who can advise further.