Innovative Solutions for Vehicle Order and Pay-Off Workflow

In the ever competitive automotive industry streamlining workflows and leveraging automation are key to success. This case study details how Invimatic partnered with a leading automotive services company to achieve just that. We implemented a comprehensive workflow management system integrated key services and automated notification and valuation processes significantly improving their vehicle sales and payoff operations

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Challenges

• Complex Workflows Managing vehicle sales inquiries and payoff requests required a standardized yet flexible workflow system
• Outdated Notification System The existing notification system lacked efficiency hindering timely processing and communication
• Third Party Integration Integrating with the Canadian Black Book CBB for accurate vehicle valuation was challenging due to inconsistent data handling and high service charges
• User Experience Providing a seamless and intuitive interface for users to submit inquiries and receive quotes was crucial
• Vehicle Type Differentiation Differentiating between general and fleet vehicles required tailored workflows and integrations to accommodate different data needs

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Solution Offered

We partnered with the client to develop a user friendly and efficient workflow management system. Here is how it transformed their operations

Vehicle Order Form VOF and Pay Off Quote Workflow

• Developed workflows for both general and fleet vehicles allowing users to inquire about selling either type of vehicle
• Utilized a Questionnaire to gather necessary details generating a PDF for user review
• Structured the workflow into WorkflowGroups StageGroups and Stages with specific questions

Question Authoring

• Designed an authoring tool for creating and managing questions used in the workflow
• Questions are categorized and linked to specific stages within the workflow

Workflow Setup

• Configured workflows that guide users through the vehicle sale and payoff inquiry processes
• Each workflow consists of multiple stages with specific questions to gather relevant information

Workflow Group

• Grouped multiple related workflows into WorkflowGroups allowing for easy management and assignment based on user requirements

Configuring Stage Groups

• Set up StageGroups within workflows defining the sequence and conditions for each stage. Each StageGroup contains multiple stages with predefined questions

Questionnaire to PDF Mapping

• Implemented a system to map user responses from the questionnaire to a structured PDF document
• The PDF is generated automatically at the end of the workflow for user review

Review Stage

• Added a review stage where users can examine the generated PDF and provide final approval or request modifications

Notification Engine

• Implemented a robust notification system using Azure Queue ensuring timely messages and workflow progression
• Messages were triggered upon completion of each stage pushing notifications for the next steps

Generic Questions Answering Page

• Created a reusable form to handle various questions dynamically
• This form interacted with the API to check for pending questions and notified users accordingly

Canadian Black Book CBB Integration

• Integrated CBB service to fetch and store vehicle valuation data minimizing redundant queries
• Stored detailed data including VIN UnitID various price points and request metadata for efficient future queries
• Implemented features to refresh data based on the latest data version ensuring up to date valuations

Termination Charts by Field Admin and SAR

• Developed termination charts to be initiated by field administrators and Sales Service Representatives
• Enabled termination charts to track the status and details of vehicle payoff requests ensuring comprehensive record keeping and process transparency

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