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*This integration is supported for both SMB & Enterprise businesses.

Integrating BirdEye with Dealertrack
User Manual

*SUPPORT ARTICLE

Introduction

Integration Requirements

Information required from the Business

Trigger details

Information from BirdEye dashboard

Enterprise Code
Company number
Server name
Deal Status
(NOTE: The value for the deal status will be ‘Capped’ by default and it can be customized as per user choice. Acceptable parameters are Accepted, Capped, or Closed.)

Integration Process

Business Integration Group

Create Integration Group for SMB Business (Curl Command)
In case of a new custom field name (Curl Command)
Create Integration Group for Enterprise Business (Curl Command)
Fetch information for all the triggers (Curl Command)
Find business integration group details (Curl Command)
Update Trigger Information (Curl Command)

Integration Mapping

Integration Mapping (SMB Businesses)
Integration Mapping (Enterprise Businesses)

Important Instructions

Introduction

Dealertrack is a cloud-based dealership management system (DMS) used for franchise dealerships. It offers solutions to transform businesses through connected processes, open integration and intelligent technology. Integrating Dealertrack with BirdEye will automate the process of sending out review requests to clients on a daily basis.

Integration Requirements:

Triggers Supported

BirdEye allows you to fetch data from your PMS using some predefined triggers. You can choose any combination from the list of available triggers and inform the support team about your selection. Here are the supported triggers for Dealertrack:

Trigger Name	Trigger Description
Dealertrack Service Order Closed Trigger	This trigger is used to fetch customer data based on the service order closed.
Dealertrack Deal Closed Trigger	This trigger is used to fetch customer data based on the deal closed.

Details required from the Dealertrack dashboard

Enterprise Code (For example: ‘TRN1’ in the image below)
Company number (For example: ‘TR1’ in the image below)
Server name (For example: ‘ARKONAB’ in the image below)

You can find the aforementioned details at the bottom right of your Dealertrack dashboard.

Integration process

Before you can integrate Dealertrack with BirdEye, you will need to set up the following configurations:

1. Business Integration Group:

A business integration group is a configuration that supports the business hierarchy of individual businesses on the BirdEye platform. The properties that are common for all business integrations are entered at the group level. Setting up a business integration group allows you to associate multiple business locations with the Enterprise account. Below is the list of curl commands that you will need to run to set this up.

a) Create Integration Group for SMB Business (Curl Command)

Copy this Curl Command

curl -X PUT https://common-services.birdeye.com/integration/add/businessintegrationgroup -H 'cache-control: no-cache' -H 'content-type: application/json' -d '{"parentBusinessNumber": 151575371933682,"integrationGroupProperties": [{"propertyKey": "enterpriseCode","propertyValue": "ZE","isSecure": false}],"integrationSourceId": 62,"integrationGroupTriggers": [{"triggerId": 86,"triggerTypeId": 1},{"triggerId": 87,"triggerTypeId": 1}]}’

151575371933682 - Business ID - This is Enterprise ID for multi-location account and Business ID for a single location SMB account
86, 87 - Integration Trigger ID - Can be one or more triggers. Ask client what trigger they would like to integrate with then run the curl command to fetch all possible triggers for Dealertrack. Identify the trigger ID(s) and insert (use commas) in case of multiple trigger IDs.
enterpriseCode - This can be fetched from Dealertrack portal.

b) Fetch information for all the triggers available for Dealertrack (Curl Command)

Copy this Curl Command

curl -X GET https://common-services.birdeye.com/integration/trigger/integrationtriggers/sourceid/75 -H 'cache-control: no-cache' -H 'content-type: application/json'

Sample response: A sample response like this would appear after you run the curl command. The response will have the trigger name, description and the ID. This trigger ID will be utilized while creating the integration group. An integration can have one or more triggers. To use more than one trigger, enter comma separated values while creating the integration group.

[{"id": 86,"triggerService": "dealertrackDealClosedTriggerService","displayName": "Dealertrack Deal Closed Trigger","description": "This trigger is used to fetch customer data based on deal closed.","active": true,"integrationTriggerType": {"id": 1,"name": "JOB"},"caseCreationTriggerType": {"id": 1,"name": "JOB"},"actionGroupId": 1},{"id": 87,"triggerService": "dealertrackServiceOrderClosedTriggerService","displayName": "Dealertrack Service Order Closed Trigger","description": "This trigger is used to fetch customer data based on service order closed.","active": true,"integrationTriggerType": {"id": 1,"name": "JOB"},"caseCreationTriggerType": {"id": 1,"name": "JOB"},"actionGroupId": 1}]

86, 87 - Trigger IDs

c) Find business integration group details (Curl Command)

Copy this Curl Command

curl -X GET https://common-services.birdeye.com/integration/businessintegrationgroup/151575371933682 -H 'Cache-Control: no-cache'

151575371933682 - Business ID: Enter the Business ID here to get the integration group details for a business.

[{"groupId": 564,"integrationSourceType": {"id": 62,"integrationSource": "DEALERTRACK","sourceCategory": "Automotive","integrationType": "Birdeye API","integrationPlan": "Basic","oauthEnabled": false},"integrationGroupTriggers": [{"triggerId": 86,"triggerTypeId": 1,"actionIds": [1]},{"triggerId": 87,"triggerTypeId": 1,"actionIds": [1]}]}]

564 - Group ID: A group ID will be returned in the sample response with the details of the existing triggers for a business.

d) Trigger Information: Only required if client wants a change (Curl Command)

Copy this Curl Command

curl -X POST 'https://common-services.birdeye.com/integration/update/businessintegrationgroup?replaceTriggers=true' -H 'cache-control: no-cache' -H 'content-type: application/json' -d '{"groupId": 561,"integrationGroupTriggers": [{"triggerId": 86,"triggerTypeId": 1}]}'

replaceTriggers=true -To replace existing trigger(s), enter the value for replaceTriggers as true. To add new trigger(s) to the existing list, the value for replaceTriggers should be false.
561 - Group ID: The Group ID which was returned in the previous step will be entered here.
86 - Trigger ID: Enter the Trigger ID (s) which need to be added or updated to the integration.

2. Integration Mapping:

Once the Integration Group is created, the next step is to create the Integration Mapping.

Copy this Curl Command

curl -X PUT https://common-services.birdeye.com/integration/add/businessintegrationmapping -H 'cache-control: no-cache' -H 'content-type: application/json' -d '{"businessNumber": 154343768129091,"integrationGroupId": 561,"active": true,"integrationProperties": [{"propertyKey": "companyNumber","propertyValue": "ZE7"},{"propertyKey": "serverName","propertyValue": "arkonap.arkona.com"},{"propertyKey": "dealStatus","propertyValue": "Capped"}]}'

154343768129091 - Business ID: Enter the Business ID for the SMB Business.
561 - Group ID: Enter the Group ID which was returned when the Integration group was created.
true - Active: Enter true for enabling the integration.
companyNumber - This can be fetched from Dealertrack portal.
serverName - This can be fetched from Dealertrack portal.
dealStatus - The value for the deal status will be ‘Capped’ by default and it can be customized as per user choice. Acceptable parameters are Accepted, Capped, or Closed.

Setting up vendor access on Dealertrack DMS

An authorized user will need to define the Vendor’s settings for each API (Application Programming Interface) they intend to access. ‘Authorize to OpenTrack’ must be selected in Data Extraction User Security to access OpenTrack.

Add new API

In order to add an API, you need to follow the steps detailed below:

Click on the ‘OpenTrack’ option under ‘Data Exchange’.
Click on the ‘Add’ button on the ‘Active Methods’ page.
On the Vendor Access definition screen, you need to define the Vendor specifications.
Here is the information you need to enter:
1. Method - Click on the ‘Method’ option and from the ‘Available Methods’ list, select from the following API methods: ‘Customers’, ‘Deals’ and ‘Service’ while providing access for each API. Then click on the ‘Ok’ button to save the settings.
  NOTE: Make sure that the access for Deals, Customers and Services is provided separately with vendor name as BirdEye.
2. Vendor - Click on the ‘Vendor’ option and choose ‘BirdEye’ from the certified vendor list. Then click on the ‘Ok’ button to save the settings.
  IMPORTANT:
  1. Vendors must be Opentrack Certified through the Dealertrack DMS before they appear on the list.
  2. Only Vendors that correspond to the selected Method can be selected.
3. Access Begins - Select the date from the calendar when the vendor access begins.
  NOTE:
  1. If the date is set to a future date, the access displays in the ‘Inactive Methods’ screen till the beginning of the ‘access date’.
  2. When a request for data access is received via our web service, it is validated against the ‘Access Begins’ date. Vendor requests before this date will not be honored.
4. Access Ends- Select the date from the calendar when the vendor access ends. Access stops the end of the day entered.
  NOTE:
  1. Only use this field if you wish the vendors access to be stopped on a specific date; otherwise, leave the field blank.
  2. When a request for data access is received via our web service, it is validated against the Access Ends date. Vendor requests after this date will not be honored.
5. Click on the ‘Ok’ button to save the defined API. Repeat the steps for each required API. A check will be performed to ensure that the combination of ‘Vendor’ and ‘Method’ does not preexist. If the Vendor/Method combinations exist, the following message displays:
  “Access to this Method for the selected Vendor exists.”

Make changes or deactivate a defined API

To make changes or make an API inactive, you need to perform the following steps:

Select the ‘Change’ or ‘Deactivate’ option by the desired API. This will open the ‘Vendor Access’ screen of the defined API.
Update the API as needed or deactivate the API by selecting a date in the Access Ends field.

Restriction Reason

Restriction reason is used to identify the contacts which have been opted-out(restricted) from sending a review request. This reason can be fetched from Kibana for contacts that are checked-in already.

Possible restriction reasons for Dealertrack are: