This article will show the Dealership how to upload forms that can then be used in Customer Order as well as how to add forms to Customer Orders manually or linked (automatically add the forms)




Upload Forms for use in Customer Orders  


  1. To have the form/s available in Customer Orders, the form/s must first be uploaded into Blackpurl through
System Settings > Form repository

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  1. There are two tabs for the different types of forms:
Available Forms
  • This feature is available but Dealerships must first provide the relevant form/s to Blackpurl with instructions of what information needs to be mapped to the document


  • Blackpurl will then map the relevant information to the form and make it available for use


  • After mapping each time the form is used in Unit Deal / Parts & Accessories / Service Jobs - it will pre-populate with the information as per the Customer Order


  • This functionality will be beneficial for forms such as Contract of Sale / Finance documents etc


  • Please contact our sales team to see if your Blackpurl subscription allows for forms - sales@blackpurl.com


Active Forms
  • Forms that the Dealership can uploaded into the Forms repository for use on a Unit Deal / Parts & Accessories / Service Jobs


  • These will be static forms and require no mapping.  For example it maybe a Terms and Condition form that is required to be given to the customer etc


  •  How to upload an Active Form:
    • From the Active Forms tab > click  User-added image and find the relevant file 
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  • The New Upload window will pop up - complete the information ie Name / Description / Where does this form get used? then click on User-added image

Note: There is a size restriction - Each forms must be less than 750kb in size or they will not upload in Blackpurl

  

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  • The form is now uploaded and saved in Blackpurl in the Forms repository under the section where the form gets used.
In our example below - we have upload a Blackpurl.pdf form that is available for use in Unit Deals: 

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  • The Form/s will now be available on a Customer Order under the section - Documents
In the example below is how the Documents section sits under the Unit Deal

  


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How to Add Forms to Customer Orders - Manually or Linked (Automatically)


There are two options for Dealers to add Forms to the Customer Orders:


  • Manually - User can manual select which forms they want to add to which Customer Order


  • Linked - User can link a form to automatically appear in the Documents section of the relevant type ie ALL Unit Deals / ALL Parts & Accessories / ALL Service Job

Option 1 - Manually 

  1. In our example, the form is available under the Forms repository for Unit Deals and we want to manually add the form to a Unit Deal Customer Order.  
From the Unit Deal section click on User-added image to open the Documents Section

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and click on User-added image

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  1. All forms available for Unit Deals will list for selection - tick the relevant checkbox > then click User-added image

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  1. The forms has now been attached to the Unit Deal (note the print and delete icons on the form line)

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Option 2 - Linked (Automatically Add a Form to Customer Order)


  1. Once the form is available in the Forms repository, the Dealer wants it setup so that each time a Unit Deal or Parts & Accessories or Service Job is created, a particular form will be linked / automatically be added to the Customer Order

In our example we have added a form in the Forms repository which is available for Unit Deals only.
However we want to set it up that this form will link and automatically appear in all Unit Deal

From Account Settings 
Linked form management

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  1. From the Linked form management screen there are five tabs:
  • Overview - this will list all linked forms for all sections


  • Deal - the forms that have been linked to all Unit Deals


  • Financing - the forms that have been linked for Financing


  • Service - the forms that have been linked for all Service Jobs 


  • Vendor Product - the forms that have been linked when a particular Vendor Product is added to a Customer Order


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  1. For our example we are going to link the form Blackpurl.pdf (which is already in our Form repository) to be automatically added to every Unit Deal that is created
Click on the DEAL tab or on the Deal icon User-added image
There are currently no Linked Forms for Deals.  To setup a Linked Form > click on User-added image



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  1. Complete the Link a deal section form window by:
  • searching for the deal form you want to add


  • do you want to Make this form required (this means that staff cannot delete the form from the Unit Deal) - if so move the toggle


  • then click User-added image


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  1. The form will now list as being linked to Unit Deals:


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  1. End result - each time a Unit Deal section is added to a Customer Order, this form will automatically load and will be available under the Document section:


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