Customer Data Health Assessment

 

Poor data quality costs hours of lost productivity, creates negative customer experiences, and has a real impact on revenue.

The goal of the Health Assessment dashboard is to surface data quality issues that negatively impact your marketing, sales, and support efforts, and to guide you through the process of fixing them.

Summary

Insycle makes surfacing and tracking issues in your CRM data simple.

Every night, Insycle automatically assesses the health of your database and identifies issues within your data. Whether it’s poorly formatted data like names in all capital letters, incomplete data like job titles for your contacts, or invalid data like US zip codes with less than 5 digits — the Health Assessment will identify issues in your customer data and help you fix them.

Once your report is run, you can use Insycle to fix your data before it negatively impacts your marketing personalization efforts, list segmentation, email deliverability, and sales productivity.

Types of Data Issues and Groupings

For each CRM platform, Insycle's Health Assessment comes with pre-loaded templates that track common data issues in your CRM.

At the top of the Health Assessment page, you'll find an updated count of all records with identified data issues, based on these templates.

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These issues are grouped into predefined categories:

  • Business Validation
  • Incomplete Data
  • Duplicate Data
  • Poorly Formatted Data
  • Low-Quality Data
  • Invalid Data
  • Inconsistent Data

It is important to note that the number of records listed here may include the same record multiple times. 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 Inyscle has identified. In this case, one record would be included in three different categories.

Additionally, Insycle also provides other grouping and filtering options for organizing your data issues — including use case, priority, and audience. These groups and filters can be saved as a template, so that you can load several health assessment views based on who will be using it. 

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These additional groupings are not preset by Insycle. If you'd like to use these classifications to monitor your data issues, you have to set them.

Here's a quick overview of how you can use each category type to help you organize and improve your data maintenance tasks.

Category Use Case Priority Audience
Categories are used to describe types of data issues. Included in categories are incomplete data, business validation, low-quality, duplicate data, poorly formatted data, invalid data, and inconsistent data.

To set these, load the module and template. A quick way to do this is to click the "Fix" button for a specific issue on the Health Assessment page.

Once loaded, navigate to the Template Settings page by clicking the Template Settings button.

Template settings


On this screen, you can set the Health Assessment categories for each individual template.

 

Once your Health Assessment categories are set, click the "Save" button.

Health Assessment Templates

You can save different combinations of groupings and filters as a template. Then, you can have multiple Health Assessment dashboards for your different data management needs. 

For instance, you could create a sales Health Assessment template, which includes data issues for use cases like sales operations, lead scoring, segmentation, or reporting. 

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To create a new template, use the + button. To save a template, use the disc button. 

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When you save a new template, your reporting graphs, and summaries will be updated to reflect the grouping and filtering settings of the loaded template. 

Tracking Health Issues Over Time

Insycle makes it easy to track your data health issues over time, allowing you to monitor and report on improvements.

On the Health Assessment page is a graph that visualizes data issues by the different categories tracked in the Health Assessment.

Additionally, you can always turn back the clock to see data from previous Health Assessment runs. Insycle's Health Assessment analyzes your data on a nightly basis.

At the top of the Health Assessment page is a dropdown that allows you to select previous daily runs and view the data collected. Select the date to open a dropdown that allows you to load previous Health Assessment runs.

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Then, you can return to previous dates to get a deeper understanding of how your data health has changed over time or report on previous time periods.

Fixing Issues Identified By The Customer Data Health Assessment

At the bottom of the Health Assessment page, you'll find the complete breakdowns of all of the different issue types in each category.

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In these sections Insycle tells you:

  • The types of records affected — contacts, companies, deals, custom objects, etc.
  • A description of the issue. In the example below, the description shows the fields that are missing data.
  • Other classifications — use cases, audiences, and priorities for each issue.
  • The total number of records that were identified as having this issue.
  • The percentage of your total number of records in that object type (companies, contacts, deals) that are affected by the issue.
  • A "Fix" button that takes you directly to the correct module and template, allowing you to fix the issue.

To fix a specific issue, click the Review Button, and Insycle will load the appropriate module and template for fixing the issue.

Adding Custom Templates to the Health Assessment

When you create custom templates in Insycle, they can be added to your Health Assessment, allowing you to track issues that are unique to your organization.

For example, if you had a unique data issue as a result of an integration, you could create a template to identify records with this issue and then add it to the Health Assessment so that the issue is continually tracked on a daily basis, along with the pre-defined default templates that Insycle provides.

To add a custom Template to your Health Assessment, navigate to the module page and load the template. On the Template menu, you'll find a button that you can toggle on and off to add the template to your Health Assessment.


When the button is toggled green, the template has been added to the Health Assessment.

You can also edit the categories that a custom template appears under. To do so, navigate to the Template Settings page by clicking the Template Settings button.

Template settings


On this screen, you can set the Health Assessment categories for each individual template.

 

Removing Templates from the Health Assessment

While Insycle's Health Assessment comes with many pre-defined templates for tracking common data issues, not all of them will be relevant to your organization.

For instance, a record missing a specific field may not be an issue at all. It may just be a field that is not relevant for every record in your database.

If you do not wish for a specific data issue to be tracked, you can remove it from your Health Assessment by clicking the Remove button on the issue listing section.

 

When Does the Data Health Assessment Update?

Your health assessment runs on a nightly basis, updating to give you a daily snapshot of the data health of your CRM.

The Data Health Assessment does not update automatically as soon as changes are made. Changes that you make in Insycle will not be reflected until the Health Assessment runs the following night.

Syncing & Refreshing Your Health Assessment

Your health assessment runs automatically on a nightly basis. If you wish to trigger a sync prior to that, you can launch a new health assessment by clicking the Sync button on the top right of your health assessment screen. 

Depending on the size of your database, this sync can take up to several hours. 

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Additionally, you can refresh your Health Assessment on an issue-by-issue basis, by selecting the same icon in the issue's row. 

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