JX Appraisal Email Notifications
Appraisal Access
In the Resource chapter, there are key fields that configure how the Appraisal chapter works for each user. Appraisal Access determines the available Appraisal actions available to a user.
There are 4 access options:
Appraisal Access | Description |
-Blank- |
Can only enter new Appraisal entries and submit for Manager approval, can push forward at: “1- Data Entry”
|
Manager | 3 Approves or Rejects Appraisals submitted by Sales users for their Branch, can approve at: “2- Sales Manager Approval”
|
Admin |
System administrator access, can push forward at: “2- Sales Manager Approval”, “3- Vehicle Appraised”, and “4- Approve to Add to Inventory”
|
Inventory |
Adds Appraised vehicles into Inventory, can push forward at: “3- Vehicle Appraised”, and “4- Approve to Add to Inventory”
|
The Resource fields Default Appraisal Manager, Team name, Branch, and E-mail are also used to determine at which part of an Appraisal and which user receives an email notification as it progresses.
Appraisal Workflow & Email Notifications
As an appraisal is processed, there are 6 Appraisal Status values that determine when or if a vehicle gains approval to be added to Inventory. Based on users’ Appraisal Access, they will receive email notifications as an Appraisal steps through these statues.
Appraisal Status | Description | Email Notifications |
1 – Appraisal | Data entry phase. Creator/Salesperson user enters all required fields in the Appraisal chapter, then clicks
“Sales Manager” to gain Manager approval. | Sales Manager: If a Default Appraisal Manager is selected on the salesperson’s Resource record, then that user receives an email notification. Otherwise, all users with the Team name “Sales Manager” at the selected Appraisal Branch receive an email notification.
Email subject: “Appraisal from {company}, requested by {salesperson}” |
2 – Sales Manager Approval | Manager user either approves Appraisal request (by clicking “Vehicle Appraised”) or rejects
(by clicking “Appraisal”). | Vehicle Appraised: All users with Appraisal Access “Admin” receive an email notification. The Creator/Salesperson is CC’d.
Email Subject: “Sales Manager Approval: Appraisal approved by {Sales Manager user}”
Appraisal: The Creator/Salesperson receives an email notification.
Email subject: “Sales Manager Approval: Appraisal pushed back from step 2- Sales Manager Approval by {Sales Manager user}” |
Appraisal Status | Description | Email Notifications |
3 – Vehicle Appraised | Second level of approval. Admin user either approves (by clicking
“Approve to Add”) or rejects (by clicking “Sales Manager”). | Approve to Add: All users with Appraisal Access “Admin” and “Inventory” at the Appraisal Branch receive an email notification. The Creator/Salesperson is CC’d.
Email subject: “Appraisal approved by {Admin user}”
Sales Manager: All users with the Team Name “Sales Manager” at the selected Appraisal Branch receive an email notification. The Creator/Salesperson is CC’d.
Email subject: “Appraisal pushed back from step 3- Vehicle Appraised by {Admin user}” |
4 – Approve to Add to Inventory | Appraised vehicle is approved; users with Appraisal Access “Admin” or “Inventory” can now add the appraised vehicle into Inventory (by clicking “Add to Inventory”) Note: “Previous Step” does not do anything at this status. | None at this step |
5 – Added to Inventory | Appraised vehicle has been added to Inventory and this entry in the Appraisal chapter becomes a historic record that can be referenced. | None at this step |
6 – Lost Appraisal | Appraised vehicle was either rejected (by Manager or Admin) or the appraisal offer itself has expired. | None at this step |
Email History
As email notifications are sent for an Appraisal, the Mail History tab is updated automatically. To check to see what notifications have been sent for a specific Appraisal, and to whom, check this tab:
Other Notes
Regardless of a user’s Appraisal Access level (Sales (blank), Manager, Inventory, or Admin), one system limitation that is built into the Appraisal chapter intentionally is users cannot approve their own Appraisals (or stated differently, Appraisals that they are selected as the Owner/Salesperson on).
