Alert Type Overview

The Alert Management system is used to configure alerts that are automatically sent to customers, technicians, or dealership staff under various circumstances. The intended audience, staging method, and conditions under which each alert type will be sent are described below.

The Audience refers to the recipients for that alert:

  • Internal—dealership employees only

  • External—dealership employees and customers

The Staging refers to the deployment method of the alert: 

  • Batched—sent during a database or day end run

  • Immediate— sent as soon as the conditions of the alert are met.

The alert type is sent to the configured audience when the conditions in the description are met.

Alert Type Audience Staging Description
Call To Customer Is Overdue Internal Batched

A scheduled call has passed the Date/Time specified on the Call Schedule - Listings screen.
New PFW Prospect Board Entry Internal Immediate A new PFW prospect is added to the system from the Prospect Board screen.
Specific Call Result Internal Immediate The Call Result specified on the Add Alert/ Edit Alertis logged to a call in the system.
Customer In Store - Equipment Internal Immediate A new equipment invoice is generated at the dealership.
Demo/ Loan Internal Batched

A piece of equipment that has been loaned to a customer for demonstration purposes is still out on loan past the number of days configured in the Days Over field of the Add Alert/ Edit Alert screen.
End of Warranty External Batched

The warranty on a piece of equipment is nearing expiration. The number of days prior to the expiration of the warranty on which the alert will be sent is configured in the Days Prior field of the Add Alert/ Edit Alert screen.

This alert is not sent for units with a status of ‘Traded’.
Equipment Moved from On Order to Inventory Internal Immediate A unit's Status is changed from On Order to Inventory.
Equipment Quote is Expiring External Batched An equipment quote is a specific number of days away from expiration. The number of days is configured in the Days Prior field of the Add Alert/ Edit Alert screen.
Equipment Quote Status Changed to "Quoted" Internal Immediate The status of an equipment quote is changed to Quoted.
Equipment Status Changed From P To S Internal Immediate This alert will be sent to the recipients configured on the Add Alert/ Edit Alert screen when a unit's Status is changed from On Order to Inventory.
Equipment Status Changed From V To S Or O To P Internal Immediate A unit's Status is changed from On Order to Presold or Inventory to Sold.
Invoiced Equipment Has No Delivery Date Internal Batched A unit is invoiced with no delivery date.
No Movement On Equipment Quote for X Days Internal Batched The number of days configured on the Add Alert/ Edit Alert screen have passed without any changes being saved to an equipment quote.
Traffic Complete Internal Immediate The Status of a traffic ticket is changed to Comp/Auth (completed), as specified on the Receipt Details tab of the ticket.
Unit Moved Between Inventory and Rental Without Hours Changing Internal Immediate The Status of a unit is changed from Inventory to Rental without the Machine Hours being updated (as specified on the Equipment Profile tab.)
Counter Part Order External Immediate

A part on a parts order is received by the dealership.
Counter Part Order Complete External Immediate

All the parts on an order have been received by the dealership. For example, if there are four parts on an invoice with three on a separate order and one on a group order, this alert will only be sent after all four parts from both the separate and group orders have been receipted by the dealership.
Customer Back Ordered MD Parts Internal Immediate

A Machine Down parts order is back ordered.

This alert is only sent the first time the order in question is marked as back ordered.
Customer In Store - Parts Internal Immediate A new parts invoice is generated at the dealership.
Net On Hand Quantity Is Negative Internal Immediate A part's true On Hand quantity (On Hand quantity minus Reserved quantity, minus Allocated quantity) decreases below 0.
New Part Number Added Internal Immediate A new Part Profile is created at the branch.
No Movement On Parts Quote for X Days Internal Batched After the number of days configured on the Add Alert/ Edit Alert screen have passed without any changes being saved to a parts quote.
No Receipt for Outstanding Parts PO for X Days Internal Batched After the number of days configured on the Add Alert/ Edit Alert screen have passed after a parts PO has been released without being receipted.
Parts Quote is Expiring Internal Batched A parts quote is X days from expiration, where X is configured in the Days Prior field of the Add Alert/ Edit Alert screen.
Parts Invoice Open For X Days Internal Batched A parts invoice has been open for the number of days specified in the Days Over field of the Add Alert/ Edit Alert screen and has not been completely invoiced.
Parts Quote Status Changed to "Quoted" Internal Immediate The status of a parts quote is changed to Quoted.
Parts Zero Dollar Sale Internal Immediate A part on a parts invoice is sold for zero dollars.
Service Back Ordered MD Parts Internal Immediate

A Machine Down parts requisition is back ordered.

This alert is only sent the first time the requisition in question is marked as back ordered.
Shop Part Order Internal Immediate

A part on a parts requisition is received by the dealership.
Shop Part Order Complete Internal Immediate

All the parts on a requisition have been received by the dealership. For example, if there are four parts on the requisition, this alert is only sent after the fourth part has been receipted by the dealership.
Customer In Store - Rental Internal Immediate A new rental contract is generated at the dealership.
Unit Marked Off Rent By Customer Internal Immediate A unit's rental status changes from any status to Off Rent and the value in the RDORU field of the RMDETL file is *MYDLRUSR.
Unit Marked Off Rent By Employee External Immediate A unit's rental status changes from any status to Off Rent and the value in the RDORU field of the RMDETL file is a user ID from the WEBUSR file.
Customer In Store - Service Internal Immediate A new work order is generated at the dealership.
Last Segment Signed Off Internal Immediate

The Status of the last segment on a work order is changed to Signed Off through the IntelliTech system, MobileTech, or the green screen application.

If the status of the last segment on the work order is changed to Signed Off from within the work order on the Segments tab or the Bill Segments screen, this alert is not sent.
Machine Hours Entered Incorrectly Internal Immediate The Machine Hours on a unit are changed by more than the percentage specified in the Percent Change field of the Add Alert/ Edit Alert screen.
No Movement On Open Work Order for X Days Internal Batched After the number of days configured on the Add Alert/ Edit Alert screen have passed without any changes being saved to an open work order.
No Movement On Service Quote for X Days Internal Batched After the number of days configured on the Add Alert/ Edit Alert screen have passed without any changes being saved to a quote.
Service Agreement Due External Batched When service agreement maintenance is due on a unit. The alert is sent prior to the due date of the maintenance based on the number of days configured in the Advance Days field of the Add Alert/ Edit Alert screen.
Service Quote Status Changed to "Quoted" Internal Immediate The status of a work order quote is changed to Quoted.
Technician Signed Off Segment Internal Immediate A technician signs off of a work order segment.
Work Order Marked Closed External Batched

The Status of all the segments on a work order are marked as Closed.

Work Order Opened On Sold Unit Internal Immediate A unit with a Sold status is placed on a work order.
Work Order Over Estimated Hours Internal Immediate The total labor hours posted to the work order exceed the cumulative Estimated Hours on the work order.
Work Order Quote is Expiring Internal Batched A service quote is X days from expiration, where X is configured in the Days Prior field of the Add Alert/ Edit Alert screen.
Work Order Segment Over Estimated Hours Internal Immediate The labor hours posted to a work order segment exceed the Estimated Hours on the segment.
Work Order Started External Immediate The first labor hours are posted to a work order.