explore

 

Do you have legacy or unused fields in your database that create clutter? Do you have people creating fields that are only used once and then never again? It's a common issue.

Identifying and retiring legacy fields, while merging relevant data into the correct field, is an important data management task. Cluttered fields make CRMs hard to use and CRM data difficult to analyze.

Insycle simplifies the process of analyzing your fields, identifying legacy fields, and then merging the data into the correct field.

Let's explore how this works.

Summary

Insycle is an invaluable tool for identifying and retiring legacy fields while retaining critical data.

First, you can use the Cleanse Data module to explore your fields. You can see field-level statistics, view what is in each field, and export field data to help you identify fields for consolidation.

Then, you can use the Transform Data module to copy or move relevant data from your legacy field to your active field. With your critical data retained, you can then delete non-relevant legacy fields to reduce clutter.

Explore and Identify Legacy Fields to Retire

Knowing that you have useless and outdated fields that you need to retire doesn't mean that you know which fields those are. And sorting through a knot of legacy fields can be incredibly difficult in any CRM.

Insycle's Cleanse Data module makes it simple to take a deep dive into your existing fields, identify active and inactive fields based on usage, and identify legacy fields that you need to retire.

Here is how it works, step-by-step.

Step 1: Review Field-Level Statistics

Select the Cleanse Data module from the main navigation menu on the lefthand side of your screen.

To get a full view of all existing fields along with field-level statistics for those fields, you can click the export icon.

export field-level stats

 

This will generate a CSV file with statistics for all of the fields currently in your database.

field level stats csv

 

Included in this report is:

  • Field label
  • Field name
  • Field type (string, picklist, int, etc.)
  • Value
  • Field writability settings
  • Number of distinct values contained in the field
  • Number of records with the field empty

This gives you a quick way to identify outdated and unused legacy fields quickly and easily. Fields that have very few distinct values, or high counts of empty records may be good candidates for retirement.

However, even the low-hanging fruit fields will still need to be examined to ensure they are indeed a good candidate for retirement and whether the data needs to be merged or can be deleted outright.

Cleanse Data allows you to take a deeper look at your fields. To explore more deeply, enter a field name into the search bar in Step 1.

field-level stats

This will generate field-level statistics for the field below, including basic insight into the field — what field type it is, whether it is writable, and how many unique values exist in the field.

job title field

 

Step 2: Explore Underlying Field Values

Here, we tell Insycle which field that we would like to explore and drill down into so that we can learn more about them. This is great for seeing what legacy fields have in them and determining if it is relevant.

Select the field in Step 2.

select job title in step 2

Once you have a field selected, the underlying values are viewable in the Record Viewer.

count for variations

 

This allows you to see all of the variations that exist within this field.

Using the Layout tab, you can change the fields that are available in the Record Viewer, giving you a way to deeply examine on the record level.

layout

 

Additionally, you can filter your fields in Step 2, in the Filter tab. This is a critical feature for examining your fields and identifying legacy fields.

For instance, you could filter your fields by "Create Date," and then a specific amount of time. For example, fields that had been created in the last six months.

filter create date

 

Or you could filter by fields like "Last Activity Date," and set a date to surface fields that haven't had any activity in a long time.

filter by last activity date

 

You can filter your data using any field in your database. Click the Search button and the Record Viewer at the bottom of the page will be updated.

Additionally, you can select one of the distinct value buckets by checking the checkbox.

CEO

 

This opens up a secondary Record Viewer, allowing you to view individual records contained within that bucket.

CEO

 

All settings here can also be saved in a template so that you can return to them at a later time.

To create a template, click the Add Template button (+) to give your template a name, then click the Save button to save it for future use.

template

 

The Cleanse Data module gives you a full top-down view of your data, including in-depth field statistics, field variations, and full exploration down to the individual record level.

Cleanse data is an invaluable tool for identifying legacy fields and understanding the data they contain.

Move Data From Legacy Fields to Active Fields

Once you've identified legacy fields, you have to decide whether you want to delete the field outright (because it doesn't contain any usable data) or move the data to the relevant active field.

Using the Transform Data module, you can easily copy or move data from legacy fields into an active or new field. To move or copy data from one field to another, you simply filter your data down to the records that you would like to move, tell Insycle which fields you'd like to move data between, and then tell Insycle how to move it with the move and copy functions.

The move function takes your data from one field and moves it to another, deleting the data in the source field. The copy function copies the data and duplicates it in another field, leaving the data in the source field. When retiring legacy fields, you'll most likely use the move function, but there may be some situations where you want the data in a new field, but also want it to remain in the legacy field.

Step 1: Define Filter

To move or copy data from a legacy field to an active field, we'll use the Transform Data module. Navigate there.

At the top of the screen, make sure that you have the right record type selected—contacts, companies, deals, or custom objects. In Step 1, we set a filter that defines the records that we would like to update, based on rules.

Let's look at an example. Let's say we want to retire the "Mobile Phone Number" field and instead use one singular "Phone Number" field. In that situation, we would like to move data from the Mobile Phone Number to the Phone Number field.

First, we have to tell Insycle to identify these records with a filter.

Enter Filter

 

In this case, we are telling Insycle to look for contact records that have a mobile phone number that exists but do not have a value in the Phone Number field. This way, if a record already has a listed phone number, it won't be overwritten. Or, you can choose to overwrite existing data in the Phone Number field by removing the "Phone number doesn't exist" function above.

If you click the Search button, a preview of the records identified by this filter will be viewable at the bottom of the screen.

Preview Records from Filter

 

Step 2: Pick Fields

In Step 2, we apply the function to copy or move the data between the two fields.

We are taking the Mobile Phone Number field and moving it into the Phone Number field.

Move function

 

For all records that were part of the filter that was set, the Mobile Phone Number field will be moved to the Phone Number field.

Step 3: Preview Or Update

Now, with our Filter and update Action in place, we can run the Transform Data module to update our selected records.

Click the Review button in Step 3.

Review Button

 

A popup will appear. Here, in the first screen, we can select the Preview Mode or Update Mode. Preview Mode allows you make the changes reviewable in a CSV file, but does not update your CRM database. Update mode updates your live data. It may be a good idea to run a preview to view how the changes will look in your database before running in Update mode.

Preview or Update

 

Then click the “Next” button.

In the second screen, you can choose where you send the generated report. Your email will automatically be added to the list but can add other co-workers and colleagues that you are collaborating with here, as well as the additional context in the message. They will receive a CSV file detailing the data updates.

Share

 

Once finished, click the Next button.

In Step 3, you can choose whether you would like this operation to run one time, or on a regular basis. There are two tabs on this screen — Automate and Run Now.

 

When you select the Run Now tab, you are choosing to run the field update operation one time, immediately. Here, you can choose the number of records that you would like to update with the operation.

Just like that, you've moved data from your legacy field to your active field, and can now delete the legacy field if you wish.

Audit Trail and History

The Activity Tracker lets you review all changes made through Insycle. At any time you can download a CSV report of the operation and records affected.

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