GM OneSource New Feature Hot Sheet Product Enhancement New Home Page & Activity Management

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1 GM OneSource New Feature Hot Sheet Product Enhancement New Home Page & Activity Management About Hot Sheets This Hot Sheet is designed to educate you, the GM OneSource user, about new functionality as it becomes available within the GM Lead Management tool. You will receive Hot Sheets monthly, as functionality is enhanced, usually during the latter part of the month. About this enhancement The new home page of the GM Lead Management tool allows users to see their work schedule and progress, at-a-glance. This new dashboard layout lets users see the number of leads by source and status, the number of messages by date and status, upcoming activities and tasks and any pertinent news and information. Users can quickly navigate to the different functions available within the GM Lead Management tool with a single click. As well, you now have the ability to create various types of activities from within a lead record or from the contact profile. Once you have closed a lead activity, you can continue to schedule activities such as a CSI Contact, Service or Delivery appointments for this contact. You will learn In this Hot Sheet you will learn the following: How the new dashboard compares to your existing home page How to customize your home page How to access the various features on the dashboard The different types of activities available How to create an activity or task from a lead or contact In addition, Appendix A has been added for System Administrators and outlines the changes to the Activity Plan Management function. 1

2 The Home Page General Layout Comparing the old Home Page to the New Dashboard Home Page Links to the all the functions available with your login links to additional functions and training materials New, quick access links to your , Leads, Calendar and the new Work Plan. 2

3 Customizing your Home Page Users can change and save the layout of the home page. Each section can be opened or closed using the arrows in the top right area of the title bar, as shown below. Click once on any arrow to open or close the window. 3

4 Users can move sections by clicking on the title bar of a section and dragging to another column. As well, users can hide entire columns by click the dashed line between columns. Click on any title bar and drag to another column to move the window. 4

5 Click on a dashed line between columns to hide the column. Click the line again to unhide the column. Save your custom layout by clicking Yes at the top of the page. Each time you log in your custom layout will appear. The Home Page Functions News & Announcements This section provides access to news and announcements from GM as well as upcoming OneSource Enhancements. Click any link to open the document/link. 5

6 This section provides a snapshot of your inbox. Messages are divided into categories allowing you to see your unread messages, messages received each day this week and messages received last week. The number of messages in each category is shown in brackets next to the name. Expand any category by clicking the + sign next to the name. Messages are listed by address; users can click any link to view the message. Click any + sign to expand the category. Click the address to view the message. Calendar My Schedule This section provides a snapshot of your scheduled activities and tasks. Incomplete activities and tasks are shown by date scheduled. Expand any category by clicking the + sign next to the name. Activities and tasks are shown separately. Click any activity or task to open it. 6

7 My Work Plan The Work Plan provides a list of activities and tasks by status. Activities are divided into sections allowing you to see those that are current, overdue, completed and cancelled. Click the My Work Plan link in the Calendar section on the home page. The work plan will display with the scheduled activities and tasks list open. To open the overdue, completed or cancelled sections, click on the arrow on the right side of the title bar. The Work Plan is your list of things to do today and in the near future. Click the arrow on the right side of any title bar to view your overdue, completed or cancelled activities and tasks. 7

8 Legend and Print Features In the top right corner of the work plan, you will find two links. The legend link displays a list of activities by type. The Print All link will display a printable list of your activities that you can print. Click the Print link at the top right area of the page. 8

9 Work Plan Status* * this function is available to Sales and Service Managers, General Managers and System Administrators. The Work Plan Status section allows managers to quickly see the number of activities and tasks for each member of their team by status. The columns provide numbers of activities/tasks that are scheduled, overdue, completed and cancelled. Click the view link for any staff member to view their individual Work Plan. The Work Plan Status section displays a summary of activities and tasks for each staff member. Click the View link to see the individual work plan. 9

10 Lead Status The Lead Status section displays a snapshot of the number of leads assigned to the user by status. You can quickly see how many new, in progress, overdue and closed leads you have for any particular source. The Lead Category drop-down list allows you to select a particular lead source. The system will then calculate the number of leads by status for that particular source. Managers have the additional drop-down list for Staff to view leads for a particular staff member. Select a lead category from the drop-down list to view numbers of leads for that particular source. Managers can view numbers of leads for a particular staff member by selecting their name from the drop-down The arrows to the right of each lead status provide a quick link to the leads function for that particular lead source and status. Select GM Internet from the Lead Category drop-down list and click the arrow next to the number of New leads; the system will direct you to the list of New GM Internet leads, as shown below. 10

11 Additional Links The Additional Links section provides access to the Manifest function, user guide, CBTs, Terms and Conditions and Job Aid Library. Click once on any link and you will be directed to that function. The Job Aid library is a new feature allowing you to view any job aid for any of the new features in the GM Lead Management tool. Activity Management Users now have the ability to schedule different types of activities for leads and contacts. The New Appt/Task feature is available from the Functions Menu in the Lead Activity and the Contact Profile. The following types of activities are available from the Lead and Contact Profile: Phone Call Test Drive Meet with Customer Other Three additional types of activities are available from the Contact Profile. This allows you to create activities for contacts once the lead record has been closed. The additional activities are: Delivery Schedule Service CSI Contact 11

12 Users can view a list of scheduled activities and tasks for a lead or contact through the Activity Plan link in the functions menu. Activity Plan accessed from the Functions menu on the Lead record Activity Plan accessed from the Contact Profile 12

13 When an activity is created from a lead, the Detail button on the activity record will open the Lead activity. Alternatively, when an activity is created from the contact profile, the Detail button on the activity record will open the Contact Profile, as shown below. The Detail button will open the record from which the activity was created (i.e., the Contact Profile OR the Lead Activity) 13

14 Creating an Activity for a Lead OR Contact With a lead or contact profile record open, click New Appt/Task in the functions menu. Select the Type of activity from the drop-down list. Click the Task checkbox if you want this activity to appear as a task and not scheduled at a particular time. Complete the Subject, Location and Priority fields. Use the calendar icon to schedule the activity for a specific date and time. Enter your comments and click OK at the bottom of the page. The activity will appear in your calendar on the scheduled date. 14

15 Close activities/tasks by clicking the complete button at the bottom of the page. Alternatively, you can reschedule an activity/task using the calendar icon to select another date. 15

16 Appendix A New Features for System Administrators Activity Plan Management The Activity Plan Management function has been expanded to include the new activity types. As well, it now allows users to create up to 20 scheduled activities for each lead source. As you know, the Activity Plan feature was designed to enable a dealership to create a series of activities to be completed by a user once they receive a new lead in the system. This feature ensures that your sales and service processes are followed by each user of the Lead Management tool. Creating an Activity Plan Select Admin from the Main Navigation bar at the top of the screen. Select Activity Plan Mangement from the sub-menu. Select a lead category from the drop-down list and click the Add New appointment link. Select the type of appointment from the drop-down list. Select the number of days and/or hours from the drop-down list. (This is the amount of time between the lead arriving in the Lead Management tool and the appointment appearing in the user s calendar). Enter any instructions or comments in the Subject field and click the Submit button at the bottom of the screen and then click Close. You may create additional appointments by repeating steps 1-4 for each appointment required. 16

17 Your Activity Plan for any lead source may contain up to 20 scheduled appointments. Edit and Delete links are available in the far right columns for each step allowing you to modify or remove any step you have created. 17

18 Should you experience any technical difficulties completing any aspect of the tasks above, please contact the GM OneSource technical support center toll-free at: A technical support agent will be glad to assist you Thank you for choosing 18