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How to Quickly Find and Fix Missing Field Values

Your team needs reliable, complete records to have context across contacts, companies, and deals but missing field values are limiting that perspective. From your CRM it can be a manual, time-consuming process to find and update the missing data. With Insycle, you can identify incomplete records for updating, enriching, and purging in just a few clicks.

The Health Assessment tracks categories of missing data and can serve as an excellent starting point for analyzing missing data. Look to the Incomplete Data section to identify records that are missing field values. 

The Data Validation module allows you to search for records missing specific field values. For instance, you could search for all contact records with a blank Industry field. 

Process Summary

  1. Use the Health Assessment to find incomplete data.
  2. Review records with missing field values in the Data Validation module.
  3. Enter values inline, or use a CSV export for further analysis and bulk updates.
  4. Save new configurations as a template and add to the Health Assessment.

 

Step-by-Step Instructions

1. Identify Incomplete Records from the Health Assessment

For each of your CRM platforms, the Health Assessment tracks data issues and generates easy-to-understand reports.

In the Summary of Data Health Issues, click the Incomplete Data grouping.

The Summary of Data Health Issues

The Incomplete Data group includes templates that identify records that are missing data in many key fields. Each template is for a single record type. The Count shows the number of records with the issue, and the Percent reflects the affected percentage of the total records for the type.

Once you've identified an issue you want to resolve, click the Review button. You'll be taken to the Data Validation module with the template already loaded, making it easy to fix the issue.

The Incomplete Data group

2. Review Incomplete Records in the Data Validation Module

If you are starting from the Data Validation module, rather than the Health Assessment, you can choose the fields to analyze.

In the Data Validation module, select the database and record type from the top menu. Then explore the templates for an existing solution that may be close to what you need.

On the Incomplete tab, select the field(s) to check for missing values. In this example, we are looking for records missing either a Country/Region or State/Region value.

Click Analyze to see the records with missing values at the bottom of the page in the Record Viewer

3. Enter Missing Values One by One or in Bulk via CSV

You can update records directly in the Record Viewer to add missing values one at a time. Hover over a blank field and click the pencil icon.

In the Edit popup, enter the value and click Save. As soon as you save, the field update is pushed to your live database and the record will disappear from the list.

Alternatively, you can export all the results as a CSV, making it easy to analyze the missing data and potentially enter all the missing values and reimport the file from the Magical Import module.

To export the data, click the Export button below the field selector.

In the Export popup, select New File and click Next.

On the Email tab, enter additional email addresses (hit Enter after each), a Subject, and a Description.

On the When tab, click Run Now and select which records to apply the change to (in most cases this will be All), then click the Run Now button.

Open the CSV file from your email in a spreadsheet application and review or update the missing field data. Then update your existing records from the CSV using the Magical Import module.

4. Schedule Automated Exports

If you are satisfied with everything in your CSV, return to Insycle and save all configurations as a template. This will save you time and provide consistent results in the future. 

Return to the Template menu at the top of the page and click the + to give the new template an informative name and then click the Save button.

Create a new template

To set up automated exports, click the Export button. 

On the Email tab, add recipients who should receive the CSV each time the template runs. 

Then, on the When tab under Automate, set up the frequency your CSV should automatically be exported--hourly, daily, weekly, or monthly.

Once scheduled, data that matches your filter will be exported and emailed to you or your team automatically, improving data collaboration and giving you the opportunity to keep an eye on the most important customer data.

You can view all scheduled automations on the Automations page on your dashboard.

5. Add Template to Health Assessment

Your custom Data Validation templates can be added to your Health Assessment, giving you a more tailored dashboard. 

In most of Insycle's modules, when you save a custom template it can be added to your Health Assessment. (The exceptions being Magical Import and Cleanse Data.) This gives you the ability to track issues that are unique to your organization. You can add built-in Insycle templates by following the steps in the Advanced How-Tos below.

To add a custom template to your Health Assessment, navigate to the module and load the template.

On the Template menu bar, click the settings button.

Template heading bar, settings gear

In the popup, set the Category to specify what issue category this template will appear under in the Health Assessment. You can also classify the template by Use Case, Priority, and Audience. 

Click the Save button.

Template settings

Click the shield button to include the template in your Health Assessment. When the button is green, the template has been added.

Add template to Health Assessment

Navigate to the Health Assessment and click the Recalculate button to refresh the page with the newly added template. 

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Advanced How-Tos

Adding a Built-In Insycle Template to the Health Assessment

To be able to add a built-in Insycle template to the Health Assessment you'll need to make your own copy of it.

Select the Template in the module.

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Then click the Health Assessment shield button.

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Insycle will automatically create a copy of the template for you to customize and include in the Assessment.

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Now you can click the Health Assessment shield button again and it will become green.

To edit the template name to help find it easily in the Health Assessment, click the pencil icon. To edit the Health Assessment categories the template will appear with, click the cog.

Navigate to the Health Assessment and click the Recalculate button to refresh the page with the newly added template. 

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Using the Export Email as an Automated Alert

You can use automated templates as an alert system for details you want to track. You may want to know when a new record has been added without critical information.

For example, you have saved a template so when the First Name or Last Name is blank and set it to export automatically on a regular basis. When it runs, Insycle will send you an email.

You could tailor the alert message to get your attention on the Email tab of the Export popup, entering a subject line like “[ALERT] New Contact Needs Name.” Add recipients who should follow up, and add additional instructions or context to the message. The CSV export will be attached to the email whenever it is generated and delivered to the emails you provided.

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Troubleshooting

Why don't I see changes from today reflected in the Assessment?

The Health Assessment reflects data from Insycle's overnight sync, it's not up-to-the-minute data. The date in the first heading bar indicates when it was captured.

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If you're looking for reports reflecting changes made to your CRM today, you can click the Recalculate button to temporarily update the data. When you leave the Health Assessment page the reports will revert to the previous night’s snapshot.

To temporarily update all of the Health Assessment reports, click the Recalculate button in the first heading bar.

Health Assessment refresh button

To temporarily update today’s data for a single issue, use the Recalculate button at the right end of an issue row.

Invalid Data Issues

Additional Resources

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