Required Permission: Manage Store
To create a business rule select the subcategory or secondary subcategory. You can create a rule by clicking the Add button or duplicating an existing rule that has already been created.
Creating a Business Rule Using the Add Button
Once you have selected a subcategory or secondary subcategory you will see an Add button in the upper right.
Once you click the add button the business rule editor will appear:
The editor has up to 6 tabs:
Details: On the details tab you’ll select to activate the rule, what type of rule is being created, add the name, description and details on when the rule will run.
User: On the users tab you’ll select the user group or individual users assigned to the rule.
Filters: On the filters tab you’ll select specific actions to stop the rule from running; include any specific stock numbers, makes, and/or models for which the rule should run; and include or exclude specific sources for the rule.
Message: Will appear when you select the following options under the “Do” list: Send Manual Email, Send Auto Email, Email Task
Change Log: The change log shows you changes made to the rule. Nothing will be listed here until you create the rule by clicking Save.
Event Log: The event log shows you customer names for which the rule ran and those which it could not run due to the filters added to the rule.
Details Tab
To complete the details tab:
Step 1) Check the “Is Active” box to activate the rule. Uncheck this box to deactivate the rule.
Step 2) Under the “Do” drop down select the action to perform or task to generate. Click here for a full description of options in the Do selector.
Step 3) Enter a name for the rule. Common naming conventions include utilizing the prospect type and/or pipestage where the rule is triggers (created to run).
Step 4) Enter a description to be shown on the rule. If using tokens input them on the description line. Tokens can be included to denote specific information related to the customer or deal.
Step 5) Select when the rule should run
Rules can be ran for a specific number of minutes, hours, days or months.
Rules can be ran before or after the specified time selection.
After is typically what you will use.
Before is utilized primarily for Appointments and Lease Ending tasks. The system must know a date and time to be able to generate a task that occurs before.
Input the exact time if you want the rule to run. Uncheck the exact time box if you want the rule to generate at the exact time of day the trigger occurred.
Check the Deletable box if you want users with Delete Task permission to be able to delete the rule from a customer deal card once generated.
Select When to Run. Options are: Any time, Business Hours Only, After Hours Only
To create multiple rules at one time input the numbers in to the first box under the When section separated by commas. For example if you need to create touchpoints on days 2, 4, 6 and 8 you would enter 1,3,5,7; select Days from the Drop down, keep After as the selection and select the time of day you want the rule to generate. Once you have finished entering all of the details needed don all tabs and click save the system will generate four different touchpoints for you.
Select the deal type for which the rule should run. Options are: Both, New or Used. If you want the rule to run for every deal regardless of the interested vehicle, select Both. If you want the rule to run for only deals with a new vehicle, select new. If you want the rule to run for only deals with a used vehicle, selected used.
Users Tab
The Users tab allows you to select which users to assign to the rule. Users can be assigned based on their user type, through a distribution for assign user type rules or individually by selecting them from the Custom option drop down. Rules without an assigned user will not generate.
To select the users for a rule click the drop down option under Users Group:
Users Group
Associated Salesperson: Rule or task is assigned to users assigned as Sales 1 or Sales 2 to the customer or deal.
Sales Team Lead: Rule or task is assigned to the Team Leader selected in user management for the Sales 1 and/or Sales 2 user assigned to the customer or deal.
Custom: Allows you to select individual users from a second drop down list that appears.
Distribution: Allows you to select a Distribution that has been set up under Store Settings → Distributions from a second drop down list that appears. Distributions only work on Assign User Rules and do not work for Tasks.
Associated BDC: Rule or task is assigned to users assigned as the BDC to the customer or deal.
BDC Team Leader: Rule or task is assigned to the Team Leader selected in user management for the BDC user assigned to the customer or deal.
Affected User: Used for push notifications to send an alert to users on the distribution selected on the Assign User rule.
Associated BDC Service: Rule or task is assigned to the user assigned to the customer as Service BDC.
Associated Closer: Rule or task is assigned to the associated closer on the deal. The closer is assigned based on the user who compiled a proposal in the desking tool, was manually assigned as the Closer on the deal card or the team leader specified in User Management.
Caddy: Rule or task is assigned to the Genius user profile.
Generic Email: Allows you to input an email address in a second box that appears. Utilize for the Forward Email To and Send Deal ADF tasks.
Filters Tab
The Filters tab allows you to specify under which conditions a rule should run. The available options include:
Ignore If: Provides a drop down list of available options to ignore running the rule if the condition is met.
Appt set for future: Rule will not run for any customer when there is a future appointment scheduled.
Customer has email: Rule will not run if the customer has a valid email address.
Customer has no email: Rule will not run if the customer does not have an email address.
Customer sent email: Rule will not run if the customer sent an email. For rules set up on open deals this will only include emails sent by the customer related to the current open deal.
Customer showed to Appt: Rule will not run if the customer has an appointment marked as a show.
Customer texted back: Rule will not run if the customer has sent a text since the current open deal was created.
Deal Dead: Rule will not run if the deal has been marked dead.
Deal Delivered: Rule will not run if the deal has been marked delivered.
Deal Sold: Rule will not run if the deal has been marked sold.
Has no phone number: Rule will not run if the customer does not have a phone number listed in their profile.
Has valid phone number: Rule will not run if the customer has a valid phone number listed in their profile.
No vehicle info: Rule will not run if there is no interested vehicle associated with the deal.
Phone call made: Rule will not run if a phone call has been logged by a user.
Phone Conversation: Rule will not run if a phone call has been logged with result “Phone Conversation: by a user.
Text sent to customer: Rule will not run if a user has sent a text to the customer.
User sent manual Email: Rule will not run if a user has sent a manual email to the customer. This excludes emails sent using the task type Send Auto Email and emails sent through an Email Blast.
Include Only Stock Number: Allows the inclusion of specific stock numbers or stock number patterns. Data entered in this field needs to include a percentage sign before an after the characters to include. The system will look for any stock numbers that partially match the characters in between the percentage signs. Spelling, capitalization and spacing must be an exact match to the source descriptions on the deals you want to be included.
For example if you want to include only stock numbers that contain a P you would input %P% and hit the enter key. This will include ANY stock number that contains a P. If your stock number contains a PM this would be included in the rule.
Include Only Make: The include only make filter allows the inclusion of specific vehicle makes. Data entered in this field needs to include a percentage sign before and after the characters to include in the filter. The system will look for an interested vehicle make that includes the characters entered between the percentage signs to run this rule. Spelling, capitalization and spacing must be an exact match to the source descriptions on the deals you want to be included.
Include Only Model: The include only model filter allows the inclusion of specific vehicle models. Data entered in this field needs to include a percentage sign before and after the characters to include in the filter. The system will look for an interested vehicle model that includes the characters entered between the percentage signs to run this rule. Spelling, capitalization and spacing must be an exact match to the source descriptions on the deals you want to be included.
Include only Source: The include only source filter allows the inclusion of deals with specific source descriptions. Data entered in this field needs to include a percentage sign before an after the charters to include in the filter. The system will look for a deal source description that includes the characters entered between the percentage signs to run this rule. Spelling, capitalization and spacing must be an exact match to the source descriptions on the deals you want to be included.
You do not need to utilize the exclude source filters if you are utilizing the Include only Source filters.
Exclude Source: The exclude source filter allows the exclusion of deals with specific source descriptions from this rule. Data entered in this field needs to include a percentage sign before an after the charters to include in the filter. The system will look for a deal source description that includes the characters entered between the percentage signs to run this rule. Spelling, capitalization and spacing must be an exact match to the source descriptions on the deals you want to be included.
You do not need to use the exclude source filters if you are utilizing the Include only Source filters.
Ignore Day Interval: This option is not in use.
Message Tab
The message tab appears when you select the Do options of Send Auto Email and Email Task. The message tab allows you to select the template to send automatically for Send Auto Email or to load on the activity tab of the deal card for Email Task.
Select a template by clicking the drop down arrow in the Template field.
You can compose a message directly in the email editor under the message tab which will save as a template with the same name as the subject entered to your Uncategorized folder in Store Settings → Templates.
If you select Send Auto Email and do not select a template the system will send a blank email to any customers for which the rule successfully runs.
Change Log Tab
The change log shows you who created the rule along with any updates or changes made including the user making the changes. Until you save the rule for the first time no data will appear in the change log.
Event Log Tab
The event log shows you customers for which the rule ran and those that were excluded from the rule generating due to system or user defined filters.
The system will not generate a phone task for customers without a valid phone number or an email task for customers without a valid email.
Creating a Business Rule Using the Duplicate Button
(Business Rules Duplicate Button)
Once you have selected a subcategory or secondary subcategory hover your cursor over the rule you want to duplicate to see the Duplicate button.
Click the duplicate button and the system will open the business rule editor with all information included from the existing rule.
Update any necessary fields on the available tabs and click the Save button to create your new rule.
If you have any questions about the Roadmap to the Sale icon, please reach out to your Customer Success Team by clicking on the Support Icon found in the bottom right-hand corner of DriveCentric!