Creating an Update Unique Records (Data Maintenance Mass Update) Filter
Cloudingo allows you to create a unique list of records that you want to update in bulk. To do this, specify which records you want to update by choosing specific field values (such as – update all records that have a company name of XYZ, or update all records that have a status of Open and that were created today). Once you define how you want to pull your list of records, you can specify what you want to do with them. You can update specific field values in bulk for the list – or perform actions on (like attaching to a campaign, mass converting leads into contacts, or creating a note).
To access the Data Maintenance feature, click the Dashboard menu drop box at the top of the page, and choose “Data Maintenance” from the list of options.
Once in the Data Maintenance dashboard, to create a new filter to update records, click on the ‘Actions’ menu to the top, right corner of the page, then choose ‘Create New Job’.
STEP 1 – Create Job
- Choose ‘Update Unique Records’ for the Maintenance Type.
- Choose ‘Lead’, ‘Contact’, ‘Account’ for the Object Type that you wish to filter and update values for. (Select the ‘Person Account’ check box if you want to filter on records for Person Account and Person Accounts are enabled for your org.)
– If you are attempting to create a mass convert filter for Lead to Contacts/Accounts, choose ‘Lead’ as your object.
– If you have custom objects enabled in your org, you will also be able to choose from your custom objects as well.
- Give the filter a descriptive name so that you know exactly what the filter will be doing when viewing it on your dashboard.
- Put in a description for the filter if desired.
- Make sure that the filter is ‘Enabled’ so that it will calculate results.
All Standard & Custom Salesforce fields will be available for you to choose to filter on. Drag & Drop the field that you want to specify a value for into the ‘Selected Criteria’ section. In the example above, we are pulling in all Lead records that have a Status Equal to ‘Qualified’ix.
When using ‘Equal’ or ‘Not Equal’, you may specify multiple values – separating them by commas and no spaces. The values must be entered in exactly as they appear in Salesforce in order to be detected. Multiple criteria fields & values can be selected for your filter criteria. For example, if we wanted to filter out records for this particular company, but also only want those that are in the state of Texas, we would drag the State field over to the selected criteria and set it to (Equal) ‘TX,Texas’ to find all possible matches. Both the company name & state would have to match in order to pull into the results if we were to add state to this filter.
WARNING: Use caution when setting up filters to use formula, calculated, or related object field values. If the field is a reference field rather than a physical field on the object, changes to the field value will NOT trigger synchs to Cloudingo. Using calculated fields on an ongoing basis may require re-indexing the object by Cloudingo support. NOTE: Using an existing report in Salesforce is recommended used in lieu of using ‘Select Criteria’ when including formula, calculated, or related object field values. (see below)
Use an Existing Report
If you have an existing report already configured in Salesforce that produces a list of the records that you would like to perform a mass update on, you can toggle to the ‘Use an Existing Report’ option in Tab 2 instead of the defaulted ‘Select Criteria’. This will give you the ability to select the existing Salesforce report in the filter configuration to define your records to update. When using a report, you do not have to enter selected criteria. Your report must contain the Salesforce Record ID (using the standard ID field) as one of the field values displayed.
Tab 3 is Optional. You do not have to specify a specific value in this step if you are filtering to perform an action (in Tab 4). You must supply either a value (or Report) in Tab 3 or an Action in Tab 4, but both steps are not required.
- Choose the field that you want to update (based on the filter results you are pulling in Tab 2).
- Set the value for the field that you want to update for ALL records in the filter results. *Note: This is not an append, this is an Update. The value specified will override the existing value for all records in your filter results when you choose to mass update or run automation on the filter.
Please check your results in the preview page after calculating the filter for accuracy before updating. On certain text fields (such as Street and Name fields), we also offer a variety of formatting options.For Text formatting, Cloudingo offers the option to set the values to all Upper Case, Lower Case, Title Case, or Capitalize First Letter. Title Case will capitalize the first letter of each word in the value. Example: An original value of ‘Jane doe’ would become ‘Jane Doe’ if using Title Case; ‘JANE DOE’ if using Upper Case, ‘jane doe’ if using Lower Case, ‘Jane doe’ if using Capitalize First Letter.For trimming options, Cloudingo offers Trim Redundant Whitespace, Trim Leading Whitespace, or Trim Trailing Whitespace.
For Phone formatting, options include Area Code In Parentheses, Dashes Only, Spaced Only, or Compacted. For phone extension formatting, options include X Prefix, Ext Prefix, & Allow Extension
To setup one or more of these formatting options, choose the field value that you want to update and click on the icon to the far right.
The ‘Transform Selection’ options will open, allowing you to choose which formatting options you want to use when updating your records. If you are only running the update to perform the formatting changes only, you do not need to specify any other update values in tab 3 or in tab 4.
- If you want to update the value for the field to blank (use caution!), check the ‘Update field to empty’ box. This will clear out the value for the field you have chosen for all records that pull into the filter based on your filter criteria in Tab 2.
- Check the ‘Find and Replace’ box to find a specific value (or partial value) and replace with another value. As an example, if you wanted to remove the ‘www.’ from the website values for all records in your filter, do a find for ‘www.’ and replace with blank (just leave the value blank in the ‘Replace With’ box). The end result will be the website address without the ‘www.’ portion. A website stored as www.xyz.com will become xyz.com. Or you can replace the entire value with another value as in the example below. Our find & replace feature works very similar to other word, excel, & text find/replace functionality.
Tab 4 is Optional. You do not have to set any actions in this step if you are filtering to perform an update (in Tab 3). You must supply either a value (or Report) in Tab 3 or an Action in Tab 4, but both steps are not required.
- Choose the ‘Assign Campaign’ option to select an existing campaign (& campaign status). Choose whether you are wanting to add new members to the campaign (‘Create new campaign members’) or if you are wanting to update the status on existing campaign members already attached to the campaign. All records pulling into your filter results will be attached (or updated) to the campaign when you run the Mass Update process.
- Choose the ‘Convert Lead to Contact’ option and the Contact (automation) Rule that you wish to use during the mass conversion process (SEE NOTE BELOW). Converting the leads to contacts using this method will not scan for existing records first. It will create new contacts (and potentially create new accounts, depending on the automation rule chosen; see note below) for all records being converted. Please make sure that you have converted all matching leads to existing contacts or existing accounts through your de-dupe filters first to ensure that you are not creating duplicate records during this convert process.NOTE: You must create a new Lead to Contact convert automation rule that specifies that you want to create a new account when an existing count is not found to associate with this new Data Maintenance job. This will be a new convert automation rule that you configure specifically for your Data Maintenance update filter (separate from your dedupe automation rules). For more information on creating a new rule for this Data Maintenance filter, please visit our help article here.
- This option is only available for customers who have Person Accounts enabled in their Salesforce Org. Choose the ‘Convert Lead to Person Account’ option and the Person Account (automation) Rule that you wish to use during the mass conversion process. Converting the leads to person accounts using this method will not scan for existing records first. It will create new person accounts for all records being converted. Please make sure that you have converted all matching leads to existing person accounts through your de-dupe filters first to ensure that you are not creating duplicate records during this convert process.
- Choose the ‘Create Note’ option to create a new note in Salesforce on each record that is being updated. The note will appear under the ‘Notes & Attachments’ section of your page layout. Please ensure that you have added this section to the page layout for visibility.
The options visible on Tab 4 will be dependent on the object chosen in Tab 1.
Account jobs will only be able to create a note.
Contact jobs will be able to be added (or updated) to an existing campaign or create a note.
Leads jobs will be able to be added (or updated) to an existing campaign, convert a Lead into a Contact, convert a Lead into a Person Account (if enabled), or create a note
Choose ‘Save’ or ‘Save & Run’ to calculate the filter results. Calculating the filter will NOT run the update process automatically. You will be able to preview the results before doing updates in mass.
STEP 2 – View Filter Results
Once you’ve created your Update Unique Records data maintenance job and the job has finished calculating, click on the matches link to view the results of the records found by the job.
Once in the preview screen, you will be able to see the full list of records pulling into your filter results on the left hand side of the page. Clicking on the row (or blue arrow) for any of the records on the left side will pull up the preview on the right hand side of the page (if you are performing a Field Update as specified in Tab 3 and not just performing an Action as specified in Tab 4). The preview will display what the current record values are in the blue column, as well as what the updated value will be after performing the update in the gray column.
The icon will display next to any record that may also be a potential duplicate within Salesforce so that you can choose to not update more than one record that might potentially be the same person. Consider running all of your de-dupe filters prior to your update job if this is a concern for you.
Note: If you cannot view the updated field & value in the gray column, you may have ‘Collapse Empty Rows’ enabled under the ‘Options’ menu at the top right corner of the page. Fields with blank values are hidden from the preview when this option is chosen. You can click ‘Options’ to de-select the ‘Collapse Empty Rows’ selection if this is the case.
Check to ensure that you are seeing the correct results and make any modifications to the job as necessary. To edit a filter, go back to your Data Maintenance dashboard (by clicking the option at the top of the page or by choosing Data Maintenance from the dashboard options. Once in the Data Maintenance dashboard, click the filter menu option (the 3 lines at the top right corner) of the filter that you are needing to edit, and choose ‘Edit’ from the menu options. This will take you back into the filter configuration tabs where you can add or edit criteria as necessary.
If you need to make changes to the job or add additional criteria, be sure and Save and Recalculate the job after making your changes. Preview the results again for accuracy.
Once you are comfortable with your job and the results, you are ready to perform your update jobs.
Note: This goes without saying, but thought we should remind you that when updating records in Salesforce, you are changing the Last Modified Date/Timestamp and Last Modified By User on all records within the filter once the update is performed. If you have an extremely large count for your filter result matches, please carefully review your results for accuracy before updating in bulk. Once an update action is performed in Salesforce, there is no ‘undo’ button. You might consider initially narrowing your filter results down to a specific set of records only for testing purposes as well before performing the larger jobs.
STEP 3 – Update Records
You can perform your updates in several different ways. You can update them manually one record at a time, in mass one page at a time, or by starting an automation job to process them all automatically.
- Manually (one record at a time)– Go to the preview page from the filter results. Click on the first record in the list that you would like to update to bring it into view, then update the records one record at a time by clicking the Update option (which updates the current record in view and remains on the current page view), or the Update & Load Next, which will update the current record in view then load the next record in the list to preview. The ‘Update’ and ‘Update & Load Next’ buttons are located at the bottom right corner of the preview page.
- Mass Update (one page of results at a time) – Go to the ‘View/Edit’ preview page from the filter results and select the All button at the top, then click Mass Update.
- Automation Job (update all records within the filter automatically) – Go to the ‘View/Edit’ preview page from the filter results and choose Automation >> Start Automation from the top right corner of the page.
You can also run or schedule an automation job directly from the Data Maintenance dashboard by going into the filter menu options. The job will start immediately after walking through a series of confirmation pages to start the job.
- Start an automation job on the filter directly from the Data Maintenance dashboard from within the filter menu by choosing Start Automation. The job will start immediately after walking through a series of confirmation pages to start the job.
- Choose Schedule to set up an automation job on the filter if you want to repeat the job regularly (daily, weekly, monthly) or schedule it to run at a later date/time instead of right now.