You can set up the integration of your dealership management system (DMS) with our system. Within specific time intervals, usually, once in an hour or two hours, your DMS files with dealer and vehicle information will be imported to our system, and service requests will be automatically created.

To set up a DMS integration

  • On the Company tab, click Company Info, and then on the Integration Settings tab, click the Configure link in the Dealer Feeds Integration Settings section.

  • Select the appropriate dealer management system in the Integration System section and enter the settings below.

  • Track Stock No and Client defines whether vehicle stock number and/or client must be updated in existing service requests, as well as inspections and work orders created from these service requests.

    • Never means that stock number and client will not be changed in existing entities

    • For N Days means that stock number and/or client will be updated in existing entities created within the specified period of time, for example, you have the ‘For 3 Days’ setting:

      • If a new feed (with a new stock number and/or client) is received on the 2nd day after existing entities were created, the system will automatically update their stock number and/or client

      • If a new feed (with a new stock number and/or client) is received on the 4th day after existing entities were created, the system will not update their stock number and/or client

  • Auto Close defines whether active service requests must be closed automatically when their vehicles are not present in the newest feed.

    • Never means that active service requests will not be closed automatically

    • Immediately means that active service requests will be automatically closed as soon as the newest feed does not contain the appropriate vehicles.

    • After N Days means that active service requests can be automatically closed when the newest feed does not contain the appropriate vehicles only after the specified period of time from the date when service requests were created, for example, you have the ‘After 3 Days’ setting:

      • If a new feed (without a vehicle) is received, and a service request for this vehicle was created 4 days ago, the system will automatically close this service request.

      • If a new feed (without a vehicle) is received, and a service request for this vehicle was created 2 days ago, the system will not close this service request.

        Note If within 3 days after service request creation, we start receiving feeds without the vehicle, but then we receive a feed with the vehicle, the system will reset the auto close date (i.e. new service request will not be created, but existing service request cannot be automatically closed within the next 3 days).

  • Vehicle Type Mapping allows adding, editing, and deleting vehicle type mappings that define what vehicles from the DMS file will be used for creating and updating service requests.

    • System Code allows entering a parameter from the DMS file that corresponds to a vehicle type in our system.

    • Vehicle Type allows selecting one of available vehicle types that will correspond to the given system code.

    • Service Request Type allows selecting a service request type for creating service requests for vehicles with the given system code.

    • Map only for DealerID allows entering the ‘DealerID’ parameter from the DMS file so that the given mapping could work for a specific dealer. If the field is empty, the given mapping will work for all dealers

    • Include Only Filter defines if service requests will be created based on the given mapping

      • If the checkbox is not selected, then service requests for vehicles of other types will be created based on the Client - Dealer ID settings.

  • Client - Dealer ID allows adding, editing, and deleting client dealer mappings that define what dealers in the dealer management system correspond to wholesale clients in our system.

    • Client allows selecting a wholesale client that will be mapped to a dealer

    • Service Request Type allows selecting a service request type for creating service requests for the given client

    • Dealer ID allows selecting the ‘DealerID’ parameter from the DMS file to define what dealer will correspond to the given client.

    • Ignore if SR with VIN exists means that a new service request will not be created from a new dealer feed if there is an existing service request created for the same vehicle within the period of time specified in the Ignore Days field.

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