How to Set Up the Health Assessment to Monitor and Resolve Issues

Poor data quality has cost your team hours of lost productivity, caused poor customer experiences, and had a real impact on revenue. You don't have the resources to constantly analyze and fix your data before it negatively impacts your business.

The Health Assessment runs nightly and automatically surfaces data quality issues in your CRM. The report then guides you to the cleanup solution for each problem.

Review the Report

For each of your CRM platforms, the Health Assessment tracks data issues and generates easy-to-understand reports. It comes pre-loaded with templates and charts for tracking many of the most common issues.

Explore Types of Data Issues

Review the Summary of Data Health Issues to learn how many records with problem data were found for each issue category.

Records may be counted in more than one category. For instance, a record can have missing data in one field, poorly formatted data in another, and be part of a group of duplicate records that Insycle has identified. In this case, one record would be included in three different categories. In the example below, though it may look like there are hundreds of problem records, in reality, there are fewer than 100 records affected. 

health-assessment-summary-of-data-health-issues.png

Use the Grouping and Filtering options above the summary to explore the findings from different perspectives. 

Summary grouping and filtering

Click a Grouping link in the Summary to open the complete breakdown of the different issue types in each category.

The category detail table shows:

1. The type of Records affected.

2. Issue classifications for Category, Use Case, Priority, and Audience.

3. Count shows the number of records that have the issue.

4. The Percentage of your total number of records of this type affected by the issue.

Issue list, with Type, Categories, Count, Percent

5. To see stats reflecting changes made to your CRM today, the Recalculate button temporarily updates the data. When you leave the Health Assessment page the report will revert to the previous night’s snapshot.

6. The Review button takes you directly to the correct module and template, allowing you to fix the issue.

Issue list, Recalculate and Review buttons

Track Health Issues Over Time

Use the Issues Over Time graph to track the growth of issues and measure improvements.

Each colored line represents an issue category's history for the last 12 weeks. The categories match the groupings listed in the Summary table.

Issues Over Time graph

You can also use the dropdown in the first heading bar to change the date and load the full Health Assessment for a different point in time. This can provide a deeper understanding of how your data health has changed over time or you can report on previous time periods. 

Change the date

Note that the line graph does not change when a new date is selected.

Fix Identified Issues

Each Health Assessment issue guides you to the appropriate Insycle module with the template loaded. You can dig into the records with the issues, and use the preconfigured action to apply fixes.

Click Review then Resolve Issues

Once you've identified an issue you want to resolve, click the Review button, and the appropriate module and template for fixing the issue will open.

Health Assessment Review button

If you click the Review button for Email username with digits, for example, the Bulk Operations module will open with the matching template, Email username with digits loaded.

Bulk Operations module

Click Search to see the records that match this criteria at the bottom of the page in the Record Viewer.

Record Viewer

This template is set up to completely delete these records. Follow the standard Bulk Delete process to Preview then apply these changes to your CRM.

Automate the Template to Get Email Reports about an Issue

In the modules, Merge Duplicates, Transform Data, and Bulk Operations, you can schedule the template to run and export automatically on a recurring basis. Each time the template runs it sends an email with the CSV of changes attached. This email can be tailored for use as an alert system for critical details you want to track. You may want to know when invalid data is entered, or if a record is added without a critical piece of information.

Click the button on the Review step (the Step number will vary by module).

Select Preview mode if you just want to be notified of the issue, or use Update mode to be notified and change all the records in the CRM per the template.

Bulk update select mode

On the Notify tab, you can tailor the alert message to get your attention. Enter a Subject like, “[ALERT] Email Username with Digits.” 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.

Bulk update Notify tab, set up email

On the When tab, set the frequency the template should run. Each time the template runs it will send an email with the preview CSV or changes. 

Bulk update When tab, schedule template

Customize the Health Assessment

You can tailor the Health Assessment for your organization's unique data issues. After creating custom templates that surface problems you encounter, you can add them to your Health Assessment.

Add Your Module Templates

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.

For example, if you have been running into an integration-related data issue, you could create a new template to identify records with this issue and then add it to the Health Assessment so the issue is continually tracked. This works with any custom templates you or your team create. Learn how to add built-in Insycle templates 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. 

health-assessment-recalculate-all.png

Remove Templates

Not all of the pre-defined templates in the Health Assessment will be relevant to your organization and you may want to pare things down to focus on the issues that matter to you. 

To remove an issue template from the assessment,

On the Health Assessment page, find the template in the category table, and click the Remove button on the row.

Health Assessment Remove button

Or, open the template in the respective module and click the shield button so it turns white.

Remove template from Health Assessment

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.

add-default-template-to-HA_4.png

Then click the Health Assessment shield button.

add-default-template-to-HA_3.png

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

add-default-template-to-HA_2.png

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. 

health-assessment-recalculate-all.png

Troubleshooting

Why don't I see changes from today in the Health 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.

Date in heading bar

If you're looking for reports reflecting changes made to your CRM today, 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

Or, 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

Frequently Asked Questions

In the chart, what is Net Records Affected?

Net Records Affected is the total number of records that contain issues. Each record may be counted in more than one category, so while some issue categories like Incomplete or Duplicate Data may show hundreds of issues, the net number may be significantly lower. 

For instance, a record can have missing data in one field, poorly formatted data in another, and be part of a group of duplicate records. In this case, one record would be included in three different categories. 

Issues Over Time graph

Additional Resources

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