How do I create a custom Retention Centre action?
Contents
Summary
This article will explain how to create a custom Retention Centre Action.
More Information
Go to " Reports & Parameters Maintenance Options System Administrator Retention Centre Parameters". This holds all the Retention Centre parameters, so you can create a Unit Sales, Workshop or normal customer Retention Centre action from here.
Creating the Action
To create a new action, you will need to:
- Press <Alt+F10> to create a new Retention Centre action.
- On "Action:" enter a 'Description' for the action.
- On "System:" select the system to which this action applies, either 'Accounts', 'Vehicle Sales' or 'Workshop'.
- Enter the number of days from the event at 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 action is to have a follow up then:
- Enter the 'User Code' of the "Sales person to pursue:".
- The number of 'days' in the "Follow days:" before pursuing the retention centre action.
- Enter the 'User Code' of the employee for whom 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 relevant medium 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 number of 'days' after which to 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'.
- If you selected 'Report' then you will need to select:
- "Report system:" - Which part of the system the report is located, whether it be 'Reports & Parameters', 'Unit 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.
- If you selected 'Message' then you will need to 'type' the text of the "Message:" here.
- 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 as a filter.
- "Report System:" - Enter the area of the system where the report is located, whether that is, 'Reports & Parameters', 'Unit Sales' or 'Workshop'.
- "Report type:" - Whether or not the report is a 'System' or 'User' report.
- "Report Code:" - The 'Unique Code' of the report.
- 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. 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].
- 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].
- 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].
- 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].
- 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>.
- Press <F2> creating "Row/Col No.:" '1/01'.
- 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)].
- Below "Var" enter 'A01' and press <Enter> twice, then enter a capital 'S' below "Limit/Comparison", then press <Enter> twice.
- 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.
- 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 '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?