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Reynolds - Internal Build/Export Instructions 

Below are instructions to build out and export files for Reynolds CRM - *CAN SEND TO DEALER IF THEY ARE SENDING US THE FILES*


Need to know: 

    • You will be creating two reports to send to Lotpop 
      • Deals report
      • Last Activity report
    • You will create the reports in ‘Collections’ and you will find the exports under the email inbox in ‘Focus’
      • If you login directly to Focus, you will need to click the menu in the top right and then click ‘Collections’ under Reports in the Focus menu
      • If you login directly to Collections, click reports on the top right and then collections

DEALS REPORT 

    • Once in Collections, at the bottom of the page click ‘Add’
    • Make sure the Primary Category is set to ‘Prospect’ and Secondary Category is blank
    • Name the file ‘Lot *Store Name*’
    • Under Criteria, click ‘Add Criteria’
    • A list will populate on the right side of the page, find and add the following criteria (a secondary popup will show up when clicking on each criteria where you will put specifics that are highlighted below): 
      • Prospect Created Date - Within Last N Days 60
      • Prospect Status - Not Equal to Duplicate
      • Prospect Category - Equal to Sales
      • Prospect Status Type - Equal to Open
      • Prospect Type - Equal to Internet, Phone; Walk-in 
    • MAKE SURE ALL CRITERIA LISTED SAY ‘AND’ NOT ‘OR’
    • Bottom right of the page, click ‘Add’ 
LAST ACTIVITY REPORT 
  • Again, at the bottom of Collections, click ‘Add’
  • Make sure Primary Category is set to ‘Prospect’ 
  • This time, the Secondary Category should be set to ‘Activities’
  • Name the file ‘Lot *Store Name* Last Activity’
  • Under Criteria, click ‘Add Criteria’
  • A list will populate on the right side of the page, find and add the following criteria (a secondary popup will show up when clicking on each criteria where you will put the specifics highlighted below) 
    • Prospect Created Date: Within Last N Days 60
    • Prospect Type: Equal to Internet; Phone; Walk-In
    • Activity Completed Date: Not Blank
    • Activity Category: Equal to Prospect 
    • Activity Contact Method: Equal to Email; Phone Call; Text
    • MAKE SURE ALL CRITERIA LISTED SAY ‘AND’ NOT ‘OR’ 
    • Bottom right of page, Click ‘Add’ 
INITIAL EXPORT OF DEALS REPORT
  • NOTE: When you go to click Export, a pop up will come up every time. The first time you go to export, you will need to add export fields. Once you do this during setup, you will not have to do this again. Every other time that you export this, you will only have to do the CAPTCHA at the bottom
  • Click next to name of report, DO NOT click on the title of the report, it will just open the buildout again
  • Once report is highlighted, click ‘Export’ at the bottom of the page
  • In the pop up, you will see Available Fields and Selected, in the Selected box, click ‘Deselect All’ which will deselect the defaulted fields. 
  • Once Selected box is blank, find and click the following to add to the Selected box:
    • Client - Client DMS Customer Number
    • Client - Client Full Name
    • Prospect - BDC User Full Name
    • Prospect - Desired Make
    • Prospect - Desired Model
    • Prospect - Desired Stock Number 
    • Prospect - Desired Stock Type
    • Prospect - Desired Year
    • Prospect - Prospect Created Date
    • Prospect - Prospect Source
    • Prospect - Prospect Status
    • Prospect - Prospect Status Type
    • Prospect - Prospect Type
    • Prospect - Salesperson/User Full Name
    • Prospect - Trade Make
    • Prospect - Trade Model
    • Prospect - Trade Year
  • Once the fields are added to the Selected box, go to the bottom left of the popup and fill in the CAPTCHA (must be in all caps)
  • Click Export at the bottom right of the pop up
INITIAL EXPORT OF LAST ACTIVITY FILE
  • NOTE: When you go to click Export, a pop up will come up every time. The first time you go to export, you will need to add export fields. Once you do this during setup, you will not have to do this again. Every other time that you export this, you will only have to do the CAPTCHA at the bottom
  • Click next to name of report, DO NOT click on the title of the report, it will just open the buildout again
  • Once report is highlighted, click ‘Export’ at the bottom of the page
  • In the pop up, you will see Available Fields and Selected, in the Selected box, click ‘Deselect All’ which will deselect the defaulted fields. 
  • Once Selected box is blank, find and click the following to add to the Selected box:
    • Client - Client DMS Customer Number
    • Client - Client Full Name
    • Activity - Activity Completed Date
    • Activity - Activity Contact Method
    • Activity - Last Activity Date
  • Once the fields are added to the Selected box, go to the bottom left of the popup and fill in the CAPTCHA (must be in all caps)
  • Click Export at the bottom right of the pop up
IF YOU ARE EXPORTING DAILY AND SENDING TO LOTPOP (DEALS AND LAST ACTIVITY):
  • Click next to name of report, DO NOT click on the title of the report, it will just open the buildout again
  • Once report is highlighted, click ‘Export’ at the bottom of the page
  • In the pop up, fill in the CAPTCHA (must be in all caps)
  • Click Export at the bottom right of the pop up
  • Go over to Focus and find the exports under the Email inbox
  • Send both files to Lotmining@gmail.com daily. These arE pulled around 6am CST but we can load the files at any point throughout the day per request.