ASN Help Page

How can I change the order of a vehicle's photos on my website?

There are two ways to re-order the photos for a particular vehicle in inventory:

Upload Photos Tab Method:

Go to Inventory > Upload Photos. Insert the vehicle's stock number on line 1, or use the blue arrow to search for it. Drag and drop the photos in the "Website Photos" column to re-order them. Then click "Upload Photos". Click "Upload Inventory to ASN" to refresh your website and inventory feeds immediately (takes a few minutes, rather than overnight).

CRM Method:

Open the CRM and click the Inventory button.

Use the search to locate the vehicle whose photos you want to re-order, and click on the vehicle to open the Vehicle Info page.

Click the menu icon on the top-right and click "Re-organize Photos".

Drag and drop the photos to re-order them. Click the red checkmark on the bottom-right corner of the screen to save your changes.

Note: If you have waited at least 15 minutes before refreshing the VDP on your website and the vehicle photos are still showing in the old order, you may be viewing a cached version of the webpage. Click Shift + F5 to do a hard refresh of the page in your browser.

How can I delete a client/lead in the CRM?

How can I delete old or expired tasks in the CRM?

Old tasks can be deleted on a per-user basis or per-lot basis.

Individual users can delete their own expired tasks if they have access to "Delete Expired Tasks" in the CRM Security settings.

To do this, click on User Settings from the home screen of the CRM.

From there, click "Delete Older Tasks". This will delete all open tasks assigned to the active user that are older than the current date.

To delete expired tasks for all employees, lot-wide:

Click on "Settings" from the CRM home screen. (Only employees with access to "Global Settings" in the CRM Security settings will see this option.)

Click on the "Other" tab. The system will indicate how many salesperson tasks are currently open (outstanding). Note that this number will include any open and outstanding tasks set for a date in the future, if applicable. Enter the minimum age of tasks you wish to delete and click "GO".

In the below example, all open tasks dated more than 30 days prior to the current date will be deleted.

How can I get a list of vehicles in inventory that do NOT have photos?

How can I manage lead sources in the CRM?

How can I see the full social security number for a customer on a website lead that I received?

If you are receiving website leads via email, you will only be able to see the last 4 digits of the customer's SSN for security purposes.

However, the lead will also be sent to your CRM, and you can see the full social security number there if you have property security access. You will also be able to see the full SSN once you import the customer into your DMS if you have property security.

To see the customer's social security number in your CRM, open the CRM and locate the customer in your client list. Click on their name to open their information.

From the Client Info screen, click on the pencil icon to open detailed information about the customer, including any and all finance info.

If the social security number was provided, you'll find it under the "Personal" tab.

To adjust an employee's security so they can see the full SSN, go to Settings > Security in your DMS. Load the employee in question and give them a green checkmark next to security #115 (SSN) and security #635 (Full SSN and TaxID Access). Please note that these changes will take effect in the DMS the next time the employee logs in, but will take effect in the CRM overnight.

How can I switch lots in the CRM?

If you have multiple lots, when you open the CRM from the icon in your DMS, you will be logged into the same lot as your DMS computer location by default. When opening the CRM from an internet browser bookmark or from your mobile app, you will be logged into the lot you last signed into in the DMS the day before. However, you can easily choose what CRM lot you want to access from within the CRM.

First, an employee must be given security access to switch their lot.

Follow these instructions to adjust CRM security for an employee. The employee will need access to the "Switch Lots" option.

Next, to switch CRM lots:

From the Home screen of the CRM, click "User Settings".

Under "Customize Your Lot", choose the lot you want to view from the dropdown. You can then return to the home screen and you should see the new lot listed on the upper-left corner.

Note: Most employees will not need ongoing access to switch between lots. Once they are logged into the correct lot, their "switch lots" access can be disabled.

In most cases, only admins will need to switch between lots regularly, in order to adjust CRM settings or security. These settings are adjusted on a lot-by-lot basis.

How can I track tech time worked on individual labor lines in a repair order?

The ASN CRM can be used to accurately track tech hours spent working on repair orders. Dispatched ROs can be synced to the CRM for techs to clock in and out of individual labor items. This information is then synced back into the RO screen on your DMS, and recorded as the tech's "actual hours" spent on the labor line.

To start using this feature, you must first turn it on. Go to Settings > Defaults > Shop Defaults, and change line 32 (Sync with CRM App) to "Yes".

When an RO with one or more labor lines is saved to dispatched, the RO will then sync with the CRM, and the tech(s) assigned to each labor item will get a CRM notification.

When the tech views their CRM, they'll see a "Tech To-Do" button, with a red circle indicating the number of dispatched ROs currently assigned to them.

Clicking on this button will show all of their assigned ROs. They can then choose the RO they wish to "clock in" on, to begin working.

The tech will see all of the details of the RO, including the vehicle being worked on, mileage, RO type, and associated line items. They can then click "Start" on any line item assigned to them in order to start tracking time.

The system will automatically begin clocking the tech's time spent working on the selected labor line. The tech can pause the count if needed, or click "finish" once the labor has been completed. A tech may only be clocked into one labor item at a time.

Once the tech marks the labor item as "finished", it will be automatically be tagged as "completed". If there are no remaining labor lines assigned to the tech on that RO, the RO will be removed from the tech's list of assigned ROs.

The next time the RO is loaded in the DMS, the labor line will automatically be marked as "Work Completed", and the tech's actual hours worked will be auto-filled from the CRM data.

You may also view or print a log of all tech hours spent on an RO, including clock-in/clock-out times, by clicking the "Tech Printout" button at the top of the RO screen and selecting "Tech Hours - View" or "Tech-Hours - Print".

How do I adjust an employee's access within the CRM?

Before you start: The employee will need to be set up with a username and password in your DMS at least 24 hours prior to when they can log into the CRM for the first time.

Open the CRM and click on "User Settings".

Click "Adjust Security". (Note: You must have access to Global Security in the CRM to adjust other employees' security settings. In DMS Settings > Security, you will need to have a green checkmark next to Security #842: ASN CRM Mobile App Admin.)

From the left-hand list, select the employee whose CRM access you want to adjust. To allow them to log into the CRM, checkmark the box for "CRM Access". You can also adjust access to other items in this list in order to qualify what the employee can and cannot do in the CRM. These changes will be saved automatically.

At the bottom of the screen, you can also copy security settings from the currently selected employee to another employee. Click "Save/Apply" to save your changes.

How do I adjust security access for an employee in the CRM?

Most security settings for the CRM are adjusted from within the CRM, not from your DMS Security Settings. Only CRM admins can adjust CRM security.

To give an employee access to become a CRM admin and adjust security within the CRM:

In the DMS, go to Settings (gear icon) > Security. Load the employee in question and assign them a green checkmark next to security #842 (ASN CRM Mobile App Admin). Changes will be saved automatically but will take effect overnight.

To change an employee's security access within the CRM:

Open the CRM and click "User Settings".

Click "Adjust Security".

From here you can choose an employee's name on the left and add checkmarks to allowed items on the right. A checkmark in the "access" column gives an employee access to that item, and a checkmark in the "adjustable" column lets the employee adjust their own security access for that item (turn access on and off on their own).

If you click on the "information" icon next to a specific item, you can see and adjust that security item for all employees at once.

At the bottom of the security screen, you can checkmark the box that says "Copy Settings to Other Employees" to copy the settings from the currently-selected employee to another employee. Just checkmark the"copy" box next to any employee's name to assign them the same settings.

All changes made to CRM security are saved automatically.

How do I get all of my third-party leads sent into my CRM?

How do I give an employee access to see leads in the CRM?

Open the CRM and click the "User Settings" button.

Click "Adjust Security".

Select the employee whose access you want to change. At the minimum, you will need to give them a checkmark in the "Access" column for "CRM Access" and "Can Be Assigned Leads". Depending on what leads you want them to see, you may also want to give them access to "See Others Leads" and/or "See Unassigned Leads".

Changes are saved automatically. Click the home icon to return to the home screen.

Note: An employee must be set up with a username and password in your DMS in order for their name to show up in the CRM Security Settings Employee List. Once an employee is set up in your DMS, it takes overnight for the employee's name to appear in the CRM. If you still can't find a certain employee in the list and you have more than one lot, you may need to switch lots in the CRM. You must be a CRM admin to adjust CRM security for other employees.

How do I give an employee access to use the CRM?

Open the CRM and click the "User Settings" button.

Click "Adjust Security".

Select the employee who you need to grant access to. Give them a checkmark in the "Access" column for "CRM Access", along with any other CRM capabilities they might need.

Changes are saved automatically. Click the home icon to return to the home screen.

Note: An employee must be set up with a username and password in your DMS in order for their name to show up in the CRM Security Settings Employee List. Once an employee is set up in your DMS, it takes overnight for the employee's name to appear in the CRM. If you still can't find a certain employee in the list and you have more than one lot, you may need to switch lots in the CRM. You must be a CRM admin to adjust CRM security for other employees.

How do I remove an employee's CRM access?

Open the CRM and click on "User Settings".

Click "Adjust Security".

Locate the user's name on the left. Uncheck the access box next to "CRM Access".

Note: If a user has access to Global Security (indicated by a checkmark), you will need to remove their access to security 842 "ASN CRM Mobile App Admin" in the DMS Security tab, wait overnight, and then remove their CRM access in User Settings. Employees who are terminated in the DMS will automatically be removed from the CRM.

This employee has access to Global Security. This should be removed in the DMS under Settings > Security BEFORE their CRM access is removed here.

How do I send a document request to a customer in the CRM (to upload stips or other necessary docs)?

Open the customer's information in the CRM and click the pencil icon to access the "Edit Client" screen.

Click "Request Docs from Client".

If desired, you can edit the default text that will be sent to the customer along with the document request link. Then, choose whether you want to send the request by text or email and click "Send Document Request".

Once the customer has uploaded their docs, you should receive a notification in your CRM. Click "go" to view the documents received.

Initially, you will only see a description of the document that was uploaded, like the one below. It usually take 10-15 minutes for the document to be fully uploaded so that you can preview it.

Once the image has been fully uploaded, you'll be able to refresh the page and view a thumbnail. You can click the image to see an enlarged version. Once the customer has been imported into your DMS, the documents will be stored in your Document Management system.

How do I send a mass email or text to a group of customers?

A mass email or text can be sent to a group of customers in one of two ways, using the DMS;or the cloud-based CRM. The option you choose will depend on the customers you are trying to reach, the availability of customer data, and the amount of customization desired. Please note that in order to send a mass text, you will need a texting subscription with ASN.

Option 1: Send through DMS (using Reports > CRM or Bookkeeping > Collections).

Pros:

Most simple option
Does not require subscription to ASN CRM
More filtering options for BHPH/financed loan customers

Cons:

Less customization available
Less filtering options based on sales data
Does not target CRM leads that have never been imported into ADP

To send from the CRM tab in the Reports section:

Use this screen if you are not specifically targeting BHPH/financed loan customers.

Go to Reports > CRM. Use the filters on lines 1-16 to generate a list of clients to target. Note that if sending a mass email, line 3 (Has Email?) should be set to "Yes" only. Once your list has been generated, select "Mass Email" or "Mass Text" at the top of the screen.

For a mass email:

Enter the desired message in the "Email Message Body" section. The system will display a preview of the email below. Use the checkmarks on the left-hand side to include an optional salutation (automatically inserts the customer's name) and an unsubscribe link at the bottom of the email. If desired, up to two attachments can be added to the email using the arrows on lines 2 and 3. Enter the email subject on line 4. Click "Send the Emails" button to send immediately, or "Save this Email Template" to save the email for later.

If desired, HTML can also be pasted into the email message body to create a more stylized email. There are many free tools online that can convert plain text into HTML.

For a mass text:

Enter the text you'd like to send to this group of customers in the "Text Message" field. Then click "Send Texts".

You can also create and send pre-saved messages using the blue arrow under "Choose Message Templates".

To send from the Collections tab in the Bookkeeping section:

Use this screen if you are specifically targeting BHPH/financed loan customers.

Go to Bookkeeping > Collections. Use the filters on lines 2-17 to generate a list of clients to target, or pull a list from a pre-saved report using the dropdown on line 1. (Note: If you make changes to the filters on lines 3 or 4, you will need to select "Produce/Refresh Report" to update the collection list below.) Once your list has been generated, select "Mass Email" or "Mass Text" at the top of the screen.

From here, follow the steps shown for sending a mass email or mass text as outlined above.

Option 2: Send through the cloud-based CRM

Pros:

More customization available
Targets all leads as well as sold customers who have been synced into the CRM*
More filtering options based on sales and lead data

Cons:

Somewhat more complex to implement
Requires subscription to ASN CRM
Less effective if leads are not being pushed to the CRM
Less filtering options for BHPH/financed loan customers
Requires access to CRM global settings, which some users may not have

Open the CRM and click on Settings.

Navigate to the Leads tab.

*Recommendation: If you have not done so already, scroll down to the section labeled "Auto-Upload/Sync from ADP Sales Data" and toggle this feature to "On". This will sync all sold customer data from the last 6 years into your CRM, allowing you to target these customers for mass communication or other follow-up. After turning this feature on, you will need to wait for the data to sync overnight.

Next, locate Mass Communication towards the top of the screen and click "Go".

Click "Create New".

For a mass email:

Under "Task Type", choose "Auto-Email". Add a name for the e-mail in the "Nickname" field (this name is just for your reference).

Use the "New Filter" button to select which customers you want to target in your mass email. In the example shown below, the email is being sent to un-archived customers who are interested in a Mitsubishi vehicle only. The yellow box will indicate how many customers will be included in the mass e-mail, along with a sample of the customers included.

Next, click the "Edit Email Template" button to design your email.

Enter the subject line for the email in the "Email Subject" field, and then type in the desired email message in the "Body" section. Use the provided variables to automatically insert details such as the customer's name, dealership name, etc. For example, in the image below, {{FirstName}} is used in the email subject line to automatically insert the first name of the email recipient.

Click the red checkmark to save your changes when done.

Note: Use the "source" option if you'd like to paste HTML into the email body.

Finally, click "Submit for Deployment" once you are ready to send out the mass email.

Tip: All mass emails are saved as templates once they are created. We highly recommend previewing the template under a specific client's name (or sending a test email to yourself) before sending out the mass email.

For a mass text:

Follow the steps above to open the Mass Communications screen. This time, choose "Auto-text". In the nickname field, enter a name for the mass text (for your reference only). In the description/text field, type in the text you'd like to send. Use the provided variables to automatically insert details such as the customer's name, dealership name, etc. For example, in the image below, {{FirstName}} is used to automatically insert the customer's name into the text message.

Click the "New Filter" option to filter for a list of clients you'd like to target in your mass text. In this example, we are filtering for customers who have previously purchased from the dealership only. The yellow box will indicate how many customers will be included in the mass text, along with a sample of the customers included.

Once you are ready to send out the text, click "Submit for Deployment".

Note: Mass communication in the CRM works on a per-lot basis. For dealers with multiple lots, you will need to duplicate the mass email/text you created for every lot in order to send to customers at all lots.

My CRM says I need to subscribe for full access; how much does it cost and how do I subscribe?

The cost for the ASN CRM is based on the number of leads your dealership receives monthly. The base price is $50/month for up to 500 leads, and prices increase by the same increments of 50$/500 leads. Note: For pricing purposes, manually inputted leads do not count towards your lead count.

To determine the costs based on your dealership's lead count, or to subscribe, visit the DealerZone from the link in your DMS.

Scroll down to the Phone Apps section and click "Subscribe" under the "ASN CRM" heading.

Click "Subscribe Now". Your subscription will be activated automatically.

My customer does not want to receive any emails from us. How can I unsubscribe them or take them off our list?

To Unsubscribe Customers from Emails Sent in the DMS:

Load the customer in the Buyer Screen (Sales > Buyer) or the Info Screen (Bookkeeping > Info). Click the mail icon next to the customer's email address (line 11). This will open a new popup to send the buyer an email.

Click "Add to Opt-Out List".

Alternatively, in the Info screen, simply change line 12 (Opt Out of Emails) to "Yes".

To Unsubscribe Customers from Emails Sent in the CRM:

Emails sent from the CRM have an "unsubscribe" link in the footer of the message that customers can click on to unsubscribe.

You can also locate the email in your list of CRM emails sent to the customer and click the same unsubscribe link on behalf of the customer. To do this, click on the sent email in your CRM to open it, and then click the unsubscribe link.

My customer does not want to receive any texts from us. How can I unsubscribe them or take them off our list?

To unsubscribe customers from texts sent in the DMS:

Option 1: Ask the customer to reply “STOP” to any text sent to them from the DMS, and they will be automatically blocked from receiving future DMS texts. To opt back in, they can text "START" to the same number (assuming they still have the text thread).

Option 2: Load the customer in the Buyer screen (under the Sales tab) or in the Info screen (under the Bookkeeping tab). Click the text icon next to the customer's phone number where they receive texts.

In the "Send Text Message" popup, click "Opt-Out". The system will ask you to confirm that you are adding the phone number to your Opt-Out (Do-Not-Text) List. Please note that this cannot be undone.

Alternatively, if you just want to turn off specific payment reminder texts for the customer, you can do so from the Financed Loans screen. Go to Bookkeeping > Financed Loans. Load the customer in question and click "Payment Reminders".

Change lines 1-5 to "no"/"none" and click "Save". These changes will only affect the Auto-Texter settings for the currently loaded customer.

To unsubscribe customers from texts sent in the CRM:

Ask the customer to reply “STOP” to any text sent to them from the CRM, and they will be automatically blocked from receiving future CRM texts. To opt back in, they can text "START" to the same number (assuming they still have the text thread).

Why isn't my employee's name listed in the CRM to log in, receive leads, or use the employee chat?

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