A huge piece of the data management puzzle is understanding what you have in your database and cleansing it so that it is uncluttered, formatted correctly, and standardized. But before you can begin fixing issues, you first have to identify what those issues are.
For instance, it is difficult to cleanse job titles when you aren't sure what variations you have in your database.
Insycle makes it easy to drill down into specific fields in your database and review them on a record-by-record level to understand the variations in your data and spot opportunities for consolidation and standardization.
Let's explore how this works.
With Insycle, you can use the Cleanse Data module to explore your data, identify opportunities for standardization, update the data, and cleanse issues you identify.
It's simple. First, you tell Insycle what field that you would like to explore. Then you identify all of the different variations that you would like to update within that field and update them using the Cleanse Data module.
You can save all data cleansing settings using Templates. With templates, future cleansing tasks will not need to be reconfigured, saving you time on all future updates.
Step 1: Review Field-Level Statistics
Select the Cleanse Data module from the main navigation menu on the lefthand side of your screen.
Before cleansing your data, it's important that you have a complete picture of the field that you are working with. A free text field needs to be handled differently from a picklist, for example.
First, we will search for the field that we would like to explore or cleanse in the search bar of Step 1.
In this example, we'll be exploring and cleansing job titles, so we will search for the "Job Titles" field. This will generate field-level statistics for the section below.
This provides some basic insight into the field — what field type it is, whether it is writable, and how many unique values exist in the field.
You can export all of the field-level statistics for your CRM at any time by clicking on the Export button in Step 1.
Step 2: Pick a Field, Explore Its Values
Here, we tell Insycle which field that we would like to explore.
You can select the field in Step 2.
Once you have a field selected, the underlying values are viewable in the Record Viewer below.
Here, you can explore the values of any given field and identify opportunities to cleanse your data by identifying irrelevant values and standardizing variations.
Additionally, you can filter further these options in Step 2.
Here we are filtering the Job Title field down to only those records that include the phrases "CEO" or "Chief." We use the bar "|" key to separate values.
Click the Search button and the Record Viewer at the bottom of the page will be updated.
Additionally, you can select one of the buckets by checking the checkbox to explore further.
This opens up a secondary Record Viewer, allowing you to view individual records contained within that bucket.
This provides additional context for each bucket, allowing you to better plan and make cleansing decisions.
You can alter the fields that show up in this Record Viewer by using the Layout tab in Step 2.
Step 3: Select a Group, Then Update or Delete
Now we can cleanse and update our data. You can select entire buckets of records, or you can select individual records, or both, from the Record Viewers on the bottom.
For our purposes, we are going to cleanse errant fields and standardize everyone with the "Chief Executive Officer" job title down to the acronym, "CEO."
Then, we set our function for updating the field.
You can see that the button has been updated to say "Update 15 Contacts" because we selected 15 records with the "Chief Executive Officer" title.
When you click the button, you will be prompted to confirm. When you do, the update will go live in your database. Changes can always be reviewed on the Activity Tracker page.
All settings here can also be saved in a Template.
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.
Then, you can run similar processes and create Templates other fields in your database as well.
The Cleanse Data module gives you a full top-down view of your data, down to the individual record level. You can identify standardization and formatting issues, identify gaps, and fix errant values. Then, you can use the module to update records in bulk.
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, including while using Cleanse Data.
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Related Help Articles
- Copy or Move Values Between Fields
- How to Cleanse Data
- Bulk Update Values of Any Field
- Bulk Clear Values From Field
- Map Values From One Field to Another