How do I create a custom Retention Centre action?

Summary

This article will explain how to create a custom Retention Centre Action.

More Information

In Order to create a custom "Retention Centre" Action you will need go to:

• " Reports & Parameters Maintenance Options System Administrator Retention Centre Parameters". The reason to come here is because it holds all the "Retention Centre" parameters, so you can create a Vehicle Sales, Workshop or normal customer "Retention Centre".

Creating the Action

Now that you are in the retention centre parameters you will need to create a new action, to do this you will need to:

• Press <Alt+F10> to create a new Retention Centre.
  • On "Action:" enter a 'Description' for the action.
  • On "System:" select which system the retention centre applies to. Either 'Accounts', 'Vehicle' or 'Workshop'.
  • Enter the amount of days from the event to which the action will be triggered in both the:
    • "From:" which is the upper limit of days.
    • "To:" which is the lower limit of days.
  • If the retention centre is to have a follow up then:
    • Enter the 'User Code' of the "Sales person to pursue:".
    • The amount of 'days' in the "Follow days:" before pursuing the retention centre action.
    • Enter the 'User Code' of the employee who the follow up task will be created in the "Employee task:".
  • Enter the Media Preference by entering a number from '0' to '3' against "Mail:", "SMS:" and "E-mail:".

    Entering '0' here will disable the media type. Entering '3' makes the media your preferred method and entering a '1' sets it to the least preferred method of contact.

  • If you want the Retention Centre action to print out an address label in conjunction with the "Mail:" media preference, set "Labels:" to 'Yes'.
  • On "Block days:" enter the amount of 'days' that will block the repetition of the retention centre action.
  • Select the "Report range:" on whether the retention centre action will be produced by 'Account', 'Vehicle' or 'Job'.

All that is left, is to assign the media output, whether this is a report or a message.

Selecting Media Output

In order to select the output option you will need to click on the output option you want to set and press <F2>.

• On "Output type:" select either 'Report' to use a standard/user report or a 'Message'.

1. If you selected 'Report' then you will need to select the:
   • "Report system:" - Which part of the system the report is located, whether it be 'Reports & Parameters', 'Vehicle Sales' or 'Workshop'.
   • "Report type:" - Whether or not the report is a 'System' or a 'User' report.
   • "Report Code:" - The 'Unique Code' of the report.
2. If you selected 'Message' then you will need to 'type' out what the "Message:" is to read.

• Once happy with the configuration click [Close] or press <Esc> to save the settings.

Please see below for an example of a "Media Output" report.

Now that you have created a new action and have assigned the media output you will need to save the set-up, this is done by simply exiting out of the "Customer Retention Parameters".

Triggering the Action to Run

In order to trigger the newly created "Retention Centre Action" you will need to add a filter report that commands how the action runs. To do this you will need to highlight the newly created "Retention centre Action" and press <F7> or click on the [Filter] button at the bottom of the screen.

• Here you will need to enter details of the report you will use for a filter.
  • "Report System:" - Enter the area of the system where the report is located, whether that is, 'Reports & Parameters', 'Vehicle Sales' or 'Workshop'.
  • "Report type:" - Whether or not the report is a 'System' or 'User' report.
  • "Report Code:" - The 'Unique Code' of the report.
• Once done press <Esc> or click [Close] to save the settings.

Please see below for an example of the "Filter" report.

Example of a Media Output Report and Filter Report

This example is assuming that the "Media Selection" is going to be a report and that it only sends out a "Happy Halloween" message to all customers via a SMS message.

The two reports are going to be customer based and are written in the "Accounts Reports Generator". So you will need to go to: " Reports & Parameters Reports Accounts Report Generator".

Creating a Media Output Report

• Press <F6> or click [Add] to create a new report.
• In "Report code:" enter '~HA'.
• In "Description:" enter 'SMS Halloween Wishes'.
• Click [OK].
  • Click on [Sort Order] against 'Var.1' enter 'A02' and press <Esc>.
  • Click on [Range Filter (1)], below 'Var' enter 'A01' and press <Enter> twice, then enter a capital 'S' below "Limit/Comparison". Then press <Esc>.
  • Click on [Column Details].
    1. Press <F2> creating "Row/Col No.:" '1/01'.
       • Then press <Enter> twice leaving you on "Column Type :" enter a capital 'Q'.
       • Then press <Enter> leaving you on "Text :" and type <Everybody at>.
       • Then press <Esc> and click [Accept].
    2. Press <F2> creating "Row/Col No.:" '1/02'.
       • Then press <Enter> twice leaving you on "Column Type :" enter a capital 'F'.
       • Then press <Enter> leaving you on "File Var. :" and enter 'D20'.
       • Then press <Esc> and click [Accept].
    3. Press <F2> creating "Row/Col No.:" '1/03'.
       • Then press <Enter> twice leaving you on "Column Type :" enter a capital 'Q'.
       • Then press <Enter> leaving you on "Text :" and type <would like to wish you a Spooky Ghoulish Halloween. Dont>.
       • Then press <Esc> and click [Accept].
    4. Press <F2> creating "Row/Col No.:" '1/04'.
       • Then press <Enter> twice leaving you on "Column Type :" enter a capital 'Q'.
       • Then press <Enter> leaving you on "Text :" and type <forget to carve those Awesome Pumpkins.>.
       • Then press <Esc> and click [Accept], then press <Esc>.
  • Click on [Output Options].
    • Set the "Style :" to 'E', the "Del. :" to 'a space' and set "Quotes :" to 'N'.
    • Set the "Output :" to 'P'.
    • Set "Printer Rec.:" to your 'Silent SMS' print record. As standard this will be "93".
    • Press <Esc>.
  • Click [Finish Editing] and click [Accept].

Creating a Filter Report

• Press <F6> or click [Add] to create a new report.
• In "Report code:" enter '~HF'.
• In "Description:" enter 'Halloween Filter'.
• Click [OK].
  • Click on [Sort Order] against 'Var.1' enter 'A02' and press <Esc>.
  • Click on [Range Filter (1)]
    1. Below 'Var' enter 'A01' and press <Enter> twice, then enter a capital 'S' below "Limit/Comparison". Then press <Enter> twice.
    2. Below "A01" enter 'D13' and press <Enter> twice, then enter a '>=' below '=' in the "Op." column, then press <Enter> and enter '28/10/2012'. Then press <Enter> twice.
    3. Below "D13" enter another 'D13' and press <Enter> twice, then enter a '<=' below '>=' in the "Op." column, then press <Enter> and enter '31/10/2012'. Then press <Esc>.
  • Click on [Column Details].
    • Press <F2> creating "Row/Col No.:" '1/01'.
    • Then press <Enter> twice leaving you on "Column Type :" enter a capital 'Q'.
    • Then press <Enter> leaving you on "Text :" and type <Y>.
    • Then press <Esc> and click [Accept], then press <Esc>.
  • Click on [Output Options].
    • Set the "Style :" to 'R'.
    • Set the "Output :" to 'I'.
    • Set the "Report Category:" to your 'INT'.
    • Press <Esc>.
  • Click [Finish Editing] and click [Accept].

See Also

• How do I use the Retention Centre?
• What Print Records do I Need for the Retention Centre?
• How do I Configure the Retention Centre?

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