CRM Gatekeeper

This feature is currently in beta.

Use the Customer Relation Management CRM Gatekeeper screen to review, process, and manage customer, contact, and quote data received from external CRM systems before it is integrated into IntelliDealer.

To access the CRM Gatekeeper screen, click the CRM Gatekeeper button in the top navigation bar. The button displays a badge with the number of new unprocessed entries when new data is available.

Topics in this section include:

Overview

The CRM Gatekeeper screen receives customer, contact, and quote information from external CRM systems. Each entry appears with a status of New until you process or ignore it. When you process an entry, IntelliDealer creates or updates the corresponding record in the system and marks the entry as Processed.

The screen displays these tabs:

  • Customers—displays customer entries from external CRM systems

  • Contacts—displays contact entries from external CRM systems

  • Quotes—displays quote entries from external CRM systems

Real-time notifications appear when new entries are received from external CRM systems and new entries are indicated by a number next to the appropriate tab. The notification count badge on the CRM Gatekeeper button in the top navigation bar updates automatically.

Customers Tab

Use the Customers tab to review and process customer entries received from external CRM systems.

The fields displayed in the Customers tab are:

Field Description
Status

The processing status of the customer entry: New, Processed, Auto Processed, Auto Process Failed, or Ignored. Processes that fail can be re-processed manually from the Options column (See below).

This field is filterable when Show Historical is enabled.
Type The entry type: New (new customer) or Update (update to existing customer). This field is sortable and filterable.
Name The customer name from the external CRM system. This field is sortable and filterable.
Address The customer address from the external CRM system. This field is sortable and filterable.
Phone The customer phone number from the external CRM system. This field is sortable and filterable.
Email The customer email address from the external CRM system. This field is sortable and filterable.
Sales Person The salesperson assigned to the customer from the external CRM system. This field is sortable and filterable.
Date Added The date the customer entry was received from the external CRM system. This field is sortable and filterable.
Options - Process or Ignore
Completed By The user who processed or ignored the customer entry. This field appears only when Show Historical is enabled and is filterable.
Completed On The date the customer entry was processed or ignored. This field appears only when Show Historical is enabled.

To process a customer entry:

  1. Click the Process button or the Options button and select Process for the customer entry you want to process.

  2. The Customer Profile screen opens with the customer information pre-populated.

  3. Review and modify the customer information as needed.

  4. Click Save to create or update the customer record.

  5. The customer entry is automatically marked as Processed and the Customer Profile screen closes.

To ignore a customer entry, click the Ignore button or the Options button and select Ignore. The entry is marked as Ignored and no customer record is created or updated.

To view an existing customer record, click the View button or the Options button and select View. The Customer Profile screen opens in read-only mode.

Contacts Tab

Use the Contacts tab to review and process contact entries received from external CRM systems.

The fields displayed in the Contacts tab are:

Field Description
Status

The processing status of the customer entry: New, Processed, Auto Processed, Auto Process Failed, or Ignored. Processes that fail can be re-processed manually from the Options column (See below).

This field is filterable when Show Historical is enabled.
Type The entry type: New (new contact) or Update (update to existing contact). This field is sortable and filterable.
Business Name The business name associated with the contact from the external CRM system. This field is sortable and filterable.
Contact Name The contact name from the external CRM system. This field is sortable and filterable.
Address The contact address from the external CRM system. This field is sortable and filterable.
Phone The contact phone number from the external CRM system. This field is sortable and filterable.
Email The contact email address from the external CRM system. This field is sortable and filterable.
Sales Person The salesperson assigned to the contact from the external CRM system. This field is sortable and filterable.
Date Added The date the contact entry was received from the external CRM system. This field is sortable and filterable.
Options - Process or Ignore
Completed By The user who processed or ignored the contact entry. This field appears only when Show Historical is enabled and is filterable.
Completed On The date the contact entry was processed or ignored. This field appears only when Show Historical is enabled.

To process a contact entry:

  1. Click the Process button or the Options button and select Process for the contact entry you want to process.

  2. The contact information is displayed for review.

  3. If the contact is associated with an existing customer, select the customer from the list.

  4. Review and modify the contact information as needed.

  5. Click Save to create or update the contact record.

  6. The contact entry is automatically marked as Processed.

To ignore a contact entry, click the Ignore button or the Options button and select Ignore. The entry is marked as Ignored and no contact record is created or updated.

Quotes Tab

Use the Quotes tab to review and process quote entries received from external CRM systems.

The fields displayed in the Quotes tab are:

Field Description
Status

The processing status of the customer entry: New, Processed, Auto Processed, Auto Process Failed, or Ignored. Processes that fail can be re-processed manually from the Options column (See below).

This field is filterable when Show Historical is enabled.
Stock The stock number for the equipment quoted. This field is sortable and filterable.
Customer Name The customer name associated with the quote from the external CRM system. This field is sortable and filterable.
Sales Person The salesperson assigned to the quote from the external CRM system. This field is sortable and filterable.
Date Expired The expiration date of the quote from the external CRM system.
Total Sale Price The total sale price for the quote from the external CRM system.
Date Added The date the quote entry was received from the external CRM system. This field is sortable and filterable.
Options - Process or Ignore
Completed By The user who processed or ignored the quote entry. This field appears only when Show Historical is enabled and is filterable.
Completed On The date the quote entry was processed or ignored. This field appears only when Show Historical is enabled.

To process a quote entry:

  1. Click the Process button or the Options button and select Process for the quote entry you want to process.

  2. IntelliDealer creates an equipment quote invoice from the quote information.

  3. The quote entry is automatically marked as Processed.

  4. Click View to open the created equipment quote invoice.

To ignore a quote entry, click the Ignore button or the Options button and select Ignore. The entry is marked as Ignored and no equipment quote invoice is created.

Filtering Options

Use the filtering options at the top of the CRM Gatekeeper screen and within each table to narrow the list of displayed entries.

Each table includes column filters that allow you to filter by specific field values. The following filters are available in each table:

Filter Description
Show Historical If selected, displays all entries including processed and ignored entries. If not selected, displays only new entries. When enabled, additional columns appear in the tables showing who processed or ignored entries and when. When enabled, the Status filter in each table becomes active.
Status

The processing status of the customer entry: New, Processed, Auto Processed, Auto Process Failed, or Ignored. Processes that fail can be re-processed manually from the Options column (See above).

This field is filterable when Show Historical is enabled.
Completed By Filter entries by the user who processed or ignored them. This filter appears only when Show Historical is enabled.
Quote Number Filter quote entries by the equipment quote invoice number. This filter appears only on the Quotes tab when Show Historical is enabled.
Date Added Filter entries by the date they were received from the external CRM system. This filter is available in all tables.
Type Filter entries by entry type: New or Update. This filter is available in the Customers and Contacts tables.
Name Filter customer entries by customer name. This filter is available in the Customers table.
Business Name Filter contact entries by business name. This filter is available in the Contacts table.
Contact Name Filter contact entries by contact name. This filter is available in the Contacts table.
Customer Name Filter quote entries by customer name. This filter is available in the Quotes table.
Address Filter entries by address. This filter is available in the Customers and Contacts tables.
Phone Filter entries by phone number. This filter is available in the Customers and Contacts tables.
Email Filter entries by email address. This filter is available in the Customers and Contacts tables.
Sales Person Filter entries by salesperson. This filter is available in all tables.
Stock Filter quote entries by stock number. This filter is available in the Quotes table.

Use these buttons to manage the filtering options:

Button Description
Close Closes the filter panel without applying changes.
Reset Clears all filter criteria and resets the table to display all entries based on the current Show Historical setting.
Apply Applies the selected filter criteria to the table and updates the displayed entries.