Identify Incomplete Records

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 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 Description link or the Review button. You'll be taken to the Data Validation module with the template already loaded, making it easy to fix the issue.

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. 

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.

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.

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.

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.

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.

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

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

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.

Then click the Health Assessment shield button.

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

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. 

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, 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.

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.

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.

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