Customer Data Health Assessment

Identify and Fix Issues in Your Database with Just a Few Clicks

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

Insycle's 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.

Whether it’s poorly formatted data like names in all capital letters, incomplete data like missing job titles for your contacts, or invalid data like US zip codes with less than five digits — the Health Assessment will identify issues in your customer data and help you fix them.

Using the Health Assessment 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.

Exploring Data Issues

The top of the Health Assessment shows an updated count of all records with identified data issues. This gives you a high-level snapshot of your data health.

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The Summary of Data Health Issues shows 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, there are fewer than 100 records affected. 

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

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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, use the Recalculate button to temporarily update 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, setting you up to fix the issue.

Issue list, Recalculate and Review buttons

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. 

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Reviewing Issue Types and Groupings

Data issues are grouped into eight predefined categories, ordered based on the level of impact to your data quality:

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

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Insycle's built-in module templates appear under the main categories, but additional Use Case, Priority, and Audience criteria can be used on your custom templates. These classifications provide additional Grouping and Filtering options to explore the findings from different perspectives.

See the Adding and Removing Module Templates section below for details on setting the additional criteria.

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Interpreting the Charts

Two charts appear under Your Data Health Over Time.

The Issues Over Time graph visually shows the growth of issues and measures improvements.

Each colored line represents an issue category's history for the last twelve weeks, with the data points reflecting the average weekly values as of Mondays. The categories match those under the Summary of Data Health Issues.

For new databases that were set up in Insycle less than ten days ago, the line graph shows daily intervals. For databases that have been active for more than ten days, the graph shows data points using weekly intervals (that start on Mondays).

Hover over the chart to see a breakdown of issues by category.

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The bar chart shows the number of issues by category for the current day. Hover over the chart to see a breakdown of issues by category.

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Fixing Identified Issues

After you've reviewed the issue groupings, you can select a specific issue to take action on.

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Click the Review button at the right end of the row for the specific issue. Insycle will load the appropriate module and template to fix the issue.

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Tracking Health Issues Over Time

Review the Issues Over Time graph, which visually shows the growth of issues and measures improvements.

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The Health Assessment analyzes your data nightly, and you can turn back the clock to see data from a previous Health Assessment date. This can provide a deeper understanding of how your data health has changed over time, or you can report on previous time periods.

Use the dropdown in the first heading bar to change the date and load the full Health Assessment for the selected date. (Note that the line graph does not change when a new date is selected.)

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Refreshing the Health Assessment Data

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, click the Recalculate button to temporarily update the data for the entire Health Assessment. Depending on the size of your database, this sync can take up to several hours. When you leave the Health Assessment page, the reports will revert to the previous night’s snapshot. 

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Or, to temporarily update today’s data for a single issue, use the Recalculate button at the right end of an issue row. This can be a faster option if you just want to refresh a specific issue.

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Customizing the Health Assessment

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

Creating Custom Health Assessment Templates

You can save different combinations of groupings and filters as custom Health Assessment templates, providing specific dashboards for different data maintenance needs. Module templates with particular groups and filters can be included to create targeted Health Assessments based on the audience. 

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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On the Template menu at the top of the page, click (1) the + and give the new template an informative name, then click (2) the Save button.

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Then, configure the Grouping and Filtering options to show only the issues relevant to this custom Health Assessment template.

Once everything looks the way you want, click the Save button again to preserve the settings.

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Adding and Removing Module Templates
Adding Custom Module Templates to the Health Assessment

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.

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In the Template Settings, set the Category and other options that will help you explore the findings from different perspectives in the Health Assessment:

  • Category - Specify what issue grouping this template will appear under in the Health Assessment.
  • Use Case - Define the kind of company tasks and use cases data issues can impact, such as personalization, segmentation, lead scoring, or reporting. 
  • Priority - Classify the issue the template addresses as low, medium, or high priority.
  • Audience - Select the department or team responsible for managing any issues.

Click Save.

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

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

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Removing Module Templates from the Health Assessment

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.

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

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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 shield button again, and it will become green.

Click the pencil icon to edit the template name so it's easy to find in the Health Assessment. Click settings to edit the Health Assessment categories the template will appear with.

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

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Frequently Asked Questions

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.

capture-date.png

If you're looking for reports reflecting changes made to your CRM today, click the Recalculate button to temporarily update the data for the entire Health Assessment. Depending on the size of your database, this sync can take up to several hours. When you leave the Health Assessment page, the reports will revert to the previous night’s snapshot. 

recalculate-all.png

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

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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. 

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Additional Resources

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