How do I create a custom Retention Centre action?

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Summary

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

More Information

Go to " Reports & Settings Maintenance Options System Administrator Platinum Settings Retention Centre Settings". This holds all the Retention Centre settings, 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'.
  1. 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 & Settings', '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.
  2. 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 Settings".

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 & Settings', '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 & Settings 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 'INT'.
      • Press <Esc>.
    • Click [Finish Editing] and click [Accept].

See also


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