RPH

From PHR CRM

RPH stands for Reported Pothole. From a marketing standpoint, it is the earliest stage of a future proposal that can be presented to a potential customer (no matter if it is an existing customer on the CRM or not).

Can have 2 different results at the end of the process: either is taken as valid and can trigger a Lead creation (if does not exist on the system) or if is related to an existing lead or account and can end as an opportunity creation.

it Is used as start point to make a research for a potential lead/account in order to create an opportunity.

How is a RPH created/generated?

An RPH can be created in two different ways. One is through mobile applications and another one is through the CRM


RPH creation process - Mobile application

Users can use 2 different applications to create the RPHs

These mobile applications allow the user to easily send RPH information to the CRM by following a simple process. This information is used by the Data Analysis Team to analyse the likelihood of an RPH to successfully become an opportunity.

Mobile users must upload/complete at least the following mandatory fields:

  • A photo of the reported pothole
  • A leasing picture (a reference place to geolocate the pothole)
  • Complete site information
  • Validate Address - (validate address from Google Maps with geolocation)


Previously the creation of the RPH, the system validates the address by using the Google Maps API. This way the system triggers a whole validation process of the site database, searching for any existing account with such address/ location.


Should there be any records of the site already in the database, then the system will inform the user about it. This way when the user finalizes the process of the RPH creation, this will be automatically linked to that existing Lead or Account.


This result of this process needs validation by the Data Analysis team.


If the site does not exist, then the RPH is created without a linked site, which may be added afterwards and depending on the results of the analysis performed by the Data Analysis Team team. 


== RPH creation process - CRM ==

This process starts when an existing site (customer) approaches the company in order to get a solution. To manually create an RPH the following process needs to be followed:


First the user must press the “+” icon on the top right corner of the menu section.


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This option shows a form with the following fields:

  • Owner* (Mandatory)
  • Assign to
  • RPH status*
  • Company/Site*
  • Property Type*
  • RPH Source*
  • Site Source*
  • Region*
  • Where Obtained
  • Next Follow up
  • Upload Damage Images

Contact Information

  • First Name
  • Last Name
  • Direct
  • Mobile
  • Email

Address Information

  • State*
  • City*
  • Street*

Damage Info

  • Damage Info*


After this step is done, all the information is then logged on the system database, no matter the source of the RPH. This action automatically triggers an email to the user who has been assigned to it, with two possible results:

  • If the site exists, the user needs to verify if the location is correctly linked to the site.
  • If the site does not exist, then the user will analyze it and verify its potential.

What happens once the RPH is created?

A new record is added. RPH records can have different processes depending on if the site related already exists or not, but nevertheless it is always created with “Raw” status by default, until the analysis of the advertiser or the site owner.

If the site does not exist, the RPH will advance passing through different statuses which represent a specific scenario. Once the RPH is generated the Data Analysis Team team assesses the uploaded data, E.G.: images, voice notes, descriptions, etc. and decides whether it is good enough for approval. If the team considers the RPH to not be eligible for processing, either due to lack of information or the scope of the business, then the RPH is closed as rejected, and the Hunter or surveyor responsible receives a notification.

On the other hand, if the team considers the RPH to have potential, they will start with a new activity process that consists of a series of automated emails that seeks to capture the potential client. This process is known as NurtureP2.

If the site exists, similar analysis can be done by Data Analysis Team to link and validate that the RPH was correctly related to a site. Also, the opportunity can be directly created from the RPH without the need to create a Lead.

What information is visible on the UI?

It contains basic information necessary to further develop the contact and possible opportunity

The information visible from the UI is:

  • Site: name of the site or account name
  • Location: coordinates of the location, supported by Google Map API
  • Property type: the kind of building/ construction, E.G.: gas station, shopping mall, etc.
  • Assigned to: who is the person responsible of this account
  • Related opportunity: in case it has a RPH assign to it
  • Status: these are useful to quickly see the level of progress of the detective work executed by the Data Analysis Team
  • Next Action follow up: shows which is the next action scheduled
  • Creator: the person who uploaded the RPH
  • Options: a range of buttons that allows the user to access more actions (See description below)

How to see the RPH list?

To see the list of existing RPHs the user needs to click on “Reports” menu, and select “Reported PH report”

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Filters are available to refine the search

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The available filters are:

  • From date
  • To date
  • Assigned to
  • Status

Once the filter is applied and the list is shown, a dynamic “Search bar” is available to reduce the results.

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What options are available?

Data Analysis Team can use the following actions in order to analyze the RPH and decide how to proceed with each of them:


View damage info

Shows the information related to the pothole, provided by the hunter. Such as site name, location and property type. It also includes a description and comments about the pothole like its size, shape and any supporting info like coordinates and google maps search results.

Send Email

If the RPH has an email address registered to it, added by an analyst if it is an unknown site for the system or it is related to a Site (Lead/account) with a declared email address, it is possible to send an email directly from the system. The user can choose among a set of templates according to the level of progress in which the RPH is.

Move RPH to specific Site

Allows the user to assign the RPH to a specific site existing in the system. This site could be an existing Lead or Account. Is used when the RPH is reported to a site already existing in the database and is not a new one, in order to avoid the duplication of sites.

The user only needs to click on the button and search for the desired site.

Remove Site relationship

Allows the user to make corrections regarding the site assignment in case the RPH was assigned to an incorrect site.

Once the user clicks on the button, the system asks confirmation to remove the relationship between the RPH and the Site

Create new lead

With this function the RPH is quickly converted into a Lead. The system only validates that the RPH has an assignee. For more information about leads please go to the Leads page.

If the conversion is successful the user will receive an in screen notification

Audio files

In case the RPH creator has attached an audio to the RPH, the system allows to play those audio files so that the Data Analysis Team can capture more information.

View History

The system saves a log of all the actions that are done over the selected RPH, allowing the user to see the historical information and keep a proper tracking from the earlier stage until the end of the RPH.

View RPH Images

Allows the users to see and open any image that may have been attached to the RPH as further information

Add RPH Images

Let the user add more images for reference of the RPH, by selecting a file from the local disk

Change RPH Status

The user can change the status of the RPH according to its progress. Each status have a specific meaning and represents a stage of the entire process.

Add Note to RPH

The system allows adding a note about the RPH so that further information can be easily captured.

Set Next AFU Alert

Allows the user to set a new action to follow up RPH conversion. The user can select a date and the system will trigger a notification when the date comes up.

Send Info to another email address

Allows the user to add a different email address without changing the main one assigned to the RPH.

Assign to

Allows the users to assign RPHs to specific users depending on the needed action for that RPH.

Create Opportunity

If the RPH is related to an existing Lead or account, the system allows to quickly create an opportunity from the RPH. The system validates that:

  • The contact of the Site is correctly uploaded
  • There is no other Opportunity open for the selected site. In case there is a current opportunity for the site, the system will allow to either close the current opportunity and create a new one, or split the existing one to add this RPH.

If the account related to the RPH is protected, the system will inform and ask the user to decide how to proceed. 2 options are available:

  • Create Without Splitting: the user creating the opportunity will not have access to work with the Item since will be protected by the owner.
  • Split With Me:The owner will remain the same, but the opportunity will be managed by the user creating the opportunity.
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